Clerical Exams CLERICAL Following Instructions 1

Question 1

A policy states: 'All incoming phone messages must be logged in the message book within 5 minutes of the call.
Include the caller's name, phone number, time of call, and a brief message summary.
Messages for managers must also be marked with a red star.' You receive a call at 2:18 PM from John Ellis for the department manager.
What must you include in your log entry?

Accepted Answer

Caller's name, phone number, time of call, message summary, and a red star

Answer

Caller's name, phone number, time of call, and message summary only

Answer

Caller's name and message summary with a red star, but time is optional

Answer

Caller's name, phone number, and a red star only — summaries are for non-manager messages

Question 2

An office procedure states: 'Photocopies requested by staff must be completed within one hour if the request is 10 pages or fewer. Requests exceeding 10 pages must be completed by end of business the same day. Rush requests, regardless of page count, must be completed within 15 minutes.' A staff member submits a non-rush request for 8 pages at 3:30 PM. Business hours end at 5:00 PM. When must the copies be ready?

Accepted Answer

Within one hour, by 4:30 PM

Answer

By 5:00 PM (end of business)

Answer

Within 15 minutes, by 3:45 PM

Answer

Within one hour, but no later than end of business, so by 4:30 PM

Question 3

A records directive states: 'Confidential documents must be shredded immediately after use. Non-confidential documents may be placed in the recycling bin. Documents with both confidential and non-confidential sections must be treated as fully confidential.' You finish using a report whose cover page is marked CONFIDENTIAL but whose appendix contains only publicly available statistics. What should you do with the entire report?

Accepted Answer

Shred the entire report immediately

Answer

Shred the cover page and recycle the appendix separately

Answer

Place the whole report in the recycling bin since most of it is non-confidential

Answer

File the report for future reference since the data is publicly available

Question 4

An instruction reads: 'When receiving a package, check that (1) the delivery address matches this office, (2) the package is undamaged, and (3) the recipient's name is on the approved staff list. Accept the package only if all three conditions are met. If any condition is not met, refuse the delivery and note the reason.' A courier delivers a package addressed to your office for 'R. Hogan.' The package is intact, but R. Hogan is not on the approved staff list. What should you do?

Accepted Answer

Refuse the package and note that the recipient is not on the approved staff list

Answer

Accept the package and ask a supervisor who R. Hogan is

Answer

Accept the package since the address and condition are both correct

Answer

Refuse the package and ask the courier to return tomorrow

Question 5

A scheduling policy states: 'Conference Room A may be booked for a maximum of 2 hours per reservation. The same department may not book the room more than twice per day. Reservations must be made at least 24 hours in advance except for bookings of 30 minutes or less, which may be made same-day.' The Marketing department has already booked Room A twice today. A Marketing staff member now needs the room for a 20-minute same-day meeting. What should happen?

Accepted Answer

The booking must be refused because Marketing has reached its two-bookings-per-day limit

Answer

The booking can proceed because it is 30 minutes or less and qualifies for same-day booking

Answer

The booking can proceed because 20 minutes is a short meeting and exceptions always apply

Answer

The booking can proceed if a manager approves the exception

Question 6

A filing instruction states: 'Invoices must be filed by vendor name, then by invoice date with the most recent on top. Invoices marked VOID must be placed in a separate VOID folder, not in the vendor files. Invoices with missing dates must be held in a PENDING tray until the date is confirmed.' You have four invoices: one from Apex Corp dated June 3, one from Apex Corp marked VOID, one from Beacon Ltd dated May 18, and one from Apex Corp with no date. Where does each go?

Accepted Answer

Apex Corp June 3 → Apex vendor file; VOID invoice → VOID folder; no-date invoice → PENDING tray; Beacon Ltd May 18 → Beacon vendor file

Answer

All three Apex Corp invoices go in the Apex Corp vendor file; Beacon Ltd goes in its own file

Answer

Apex Corp June 3 and Beacon Ltd May 18 → respective vendor files; the VOID and no-date invoices both go in the VOID folder

Answer

All invoices go in vendor files first; VOID and PENDING issues are resolved at month-end