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
California state offices are required to retain most general correspondence for a minimum of how long under the General Records Retention Schedule?
Answer: 2 years
California's General Records Retention Schedule typically requires general correspondence to be kept for a minimum of 2 years before destruction.
When answering a multi-line office phone and you must place a caller on hold, the correct procedure is to:
Answer: Ask permission to place the caller on hold and wait for a response before doing so
Professional phone etiquette requires asking permission and waiting for acknowledgment before placing a caller on hold.
You are asked to create a spreadsheet tracking departmental expenses. To prevent accidental changes to column headers, you should:
Answer: Lock or protect the header cells using the spreadsheet's protection feature
Cell protection in spreadsheet software prevents accidental edits to headers while allowing data entry in unprotected cells.
Which of the following is an example of a 'tickler file' system?
Answer: A chronological reminder system that surfaces tasks on the date action is needed
A tickler file is a date-based follow-up system that reminds the user of tasks, deadlines, or pending items on the appropriate day.
A state employee is involved in a workplace dispute with a coworker. According to California state personnel practices, the first recommended step is to:
Answer: Attempt to resolve the issue informally with the coworker or immediate supervisor
California personnel guidelines encourage informal resolution before escalating to formal grievance procedures.
When composing a business email on behalf of your department, you should always:
Answer: Use a professional tone and include a signature block with contact information
Professional tone and a complete signature block ensure clear communication and allow recipients to follow up through official channels.
An 'ergonomic' office workstation setup primarily aims to:
Answer: Reduce the risk of repetitive strain injuries and discomfort during work
Ergonomics focuses on arranging equipment and posture to reduce physical strain and prevent musculoskeletal injuries.
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