Office Administrative Assistant Flashcards
7 cards from real California State Jobs Exam practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Office Administrative Assistant flashcards as text
Under California state personnel rules, which action requires written authorization from a supervisor before an administrative assistant may proceed?
Answer: Approving overtime for another employee
Approving overtime involves payroll authority and must be authorized by a supervisor, not delegated to an administrative assistant.
You receive a phone call from someone claiming to be an IT technician who needs your login credentials to fix an urgent server issue. What should you do?
Answer: Refuse and report the call to your IT security department
Legitimate IT staff never request login credentials over the phone; this is a classic social engineering attack that should be reported.
A state office's petty cash fund is used primarily for:
Answer: Small, incidental office expenses that cannot wait for a purchase order
Petty cash covers minor, immediate expenses such as postage or small supplies that are impractical to process through normal procurement.
When using a numeric filing system, which sequence is correct?
Answer: 1, 2, 10, 20, 100, 200
Numeric filing orders files by ascending numerical value: 1, 2, 10, 20, 100, 200.
Which of the following best describes the purpose of a routing slip attached to an incoming document?
Answer: It identifies the sequence of people who need to review the document
A routing slip lists the people who must receive and act on a document in a specific order, ensuring no recipient is missed.
An administrative assistant is asked to prepare travel arrangements for a supervisor attending an out-of-state conference. Which information should be confirmed first?
Answer: The conference dates, location, and any agency travel policy limits
Knowing the conference dates, location, and agency travel limits is essential before any bookings can be made.
Which keyboard shortcut is universally used to undo the most recent action in most word processing software?
Answer: Ctrl + Z
Ctrl + Z is the standard undo command across Microsoft Office, Google Docs, and most other word processing applications.
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