CLERICAL Reading Comprehension Flashcards

A directive reads: 'When answering telephone inquiries, clerks should first identify the department and themselves by name. If the caller's question cannot be answered immediately, the clerk should take the caller's name, phone number, and a brief description of the inquiry, then return the call within four business hours.' A clerk receives a call with a question they cannot answer. What is the FIRST thing they should do after determining they cannot answer?

Answer: Collect the caller's name, phone number, and inquiry details

The directive instructs clerks to take the caller's contact information and inquiry details when they cannot answer immediately.

According to this passage: 'Interoffice mail is collected at 10:00 AM and 3:00 PM daily. Items marked "CONFIDENTIAL" must be placed in sealed envelopes with the sender's name on the outside. Packages exceeding 2 pounds must be sent through the external mail system.' A clerk needs to send a 3-pound confidential package to another department. How should it be sent?

Answer: Through the external mail system

Packages exceeding 2 pounds must be sent through the external mail system, regardless of whether they are confidential or interoffice.

A regulation states: 'Clerks may authorize petty cash disbursements up to $50. Disbursements between $50.01 and $200 require a unit supervisor's signature. Any disbursement over $200 must be processed as a purchase order through the procurement office.' A department needs $175 worth of emergency cleaning supplies. Who must authorize this disbursement from petty cash?

Answer: The unit supervisor

Disbursements between $50.01 and $200 require a unit supervisor's signature, and $175 falls within that range.

Read the following: 'Filing system procedures require that documents be filed alphabetically by the last name of the primary contact. When two contacts share the same last name, files are arranged by first name. Numerical documents such as invoices are filed in ascending order by document number within their respective folders.' Which document would be filed FIRST?

Answer: A letter from David Baldwin

Baldwin comes before Chambers alphabetically, so David Baldwin's letter would be filed first.

A handbook passage reads: 'Employees requesting schedule changes must submit Form SC-4 at least two weeks in advance. Temporary schedule changes of five days or fewer require only the immediate supervisor's approval. Permanent schedule changes require approval from both the supervisor and the division chief.' An employee wants to permanently shift their hours starting next month. What approvals are needed?

Answer: Both the supervisor's and division chief's approval

Permanent schedule changes require approval from both the supervisor and the division chief as stated in the handbook.

A procedural guide states: 'When processing incoming mail, clerks must date-stamp all items upon receipt. Registered mail requires a signature log entry. Items addressed to employees who are no longer with the agency should be marked "Return to Sender" unless they are addressed to a specific position title rather than a personal name.' A piece of registered mail arrives addressed to "Accounts Payable Manager" but the person in that position recently left. What should the clerk do?

Answer: Date-stamp it, log it in the signature record, and deliver it to the Accounts Payable unit

The mail is addressed to a position title, not a personal name, so it should not be returned; it must also be date-stamped and logged as registered mail.