Clerical Test Battery (CTB) — Questions and Answers

Question 1: Given that seniority suffixes are filed numerically (II, III) before being filed alphabetically (Jr., Sr.), which set of names is in the INCORRECT filing order?

Miller, Susan; Miller, Susan Jr.; Miller, Susan Sr.
Peterson, James II; Peterson, James III; Peterson, James Jr.
Lee, Robert Jr.; Lee, Robert Sr.; Lee, Robert, CPA
Garcia, Maria Sr.; Garcia, Maria Jr.; Garcia, Maria II (Correct answer)

Correct answer: Garcia, Maria Sr.; Garcia, Maria Jr.; Garcia, Maria II

The standard rule for identical names is to consider seniority suffixes as the final filing units. Numeric suffixes are filed first in ascending order, followed by alphabetic suffixes in alphabetical order. The correct order for the 'Garcia, Maria' names would be 'Garcia, Maria II', then 'Garcia, Maria Jr.', then 'Garcia, Maria Sr.'. Option C places the numeric suffix 'II' last, which is incorrect.

Question 2: A clerk is asked to find the average number of customer inquiries handled per day over the past week. The daily counts were: Monday (112), Tuesday (98), Wednesday (105), Thursday (115), and Friday (100). What was the average number of inquiries per day?

530
115
105
106 (Correct answer)

Correct answer: 106

To find the average, first sum the total number of inquiries: 112 + 98 + 105 + 115 + 100 = 530. Then, divide this total by the number of days (5). 530 / 5 = 106.

Question 3: A department's budget was $12,500 for the quarter. They spent $4,500 on salaries, $2,750 on supplies, and $1,800 on utilities. What percentage of the budget remains?

74.4%
27.6% (Correct answer)
25.6%
34.4%

Correct answer: 27.6%

First, sum the total expenses: $4,500 + $2,750 + $1,800 = $9,050. Next, find the remaining amount: $12,500 - $9,050 = $3,450. Finally, calculate the percentage of the budget that remains: ($3,450 / $12,500) * 100 = 27.6%.

Question 4: A clerk receives a new contract that is being actively referenced for a current project, but the company's retention policy requires it to be kept for seven years. In which stage of the records life cycle is this contract?

Inactive Storage
Active Use (Correct answer)
Disposition
Creation

Correct answer: Active Use

The records life cycle includes creation, active use, inactive storage, and final disposition. [1, 11] Since the contract is being referenced for a current project, it is in the 'Active Use' stage, regardless of its long-term retention requirement. [1]

Question 5: A law firm has numerous case files from five years ago that are no longer needed for daily operations but must be kept for another ten years due to legal statutes. What is the most appropriate storage solution for these 'inactive' records?

In a designated and secure off-site storage facility (Correct answer)
In the main office filing cabinets mixed with active files
Digitized and stored on an unencrypted public cloud server
In empty desk drawers of unoccupied offices

Correct answer: In a designated and secure off-site storage facility

Inactive records, which must be retained but are not frequently accessed, are best stored in a secure, cost-effective off-site facility. This frees up valuable office space while ensuring the records are preserved and accessible if needed. Storing them in unsecured locations or mixing them with active files is inefficient and risky.

Question 6: How should you prioritize tasks when you have multiple deadlines?

Start with the tasks you enjoy the most
Complete the easiest tasks first
Work on tasks randomly
Prioritize based on urgency and importance (Correct answer)

Correct answer: Prioritize based on urgency and importance

Prioritizing tasks based on urgency and importance is a fundamental principle of effective time management. This approach, often guided by methods like the Eisenhower Matrix, ensures that critical tasks with impending deadlines are addressed first, preventing missed deadlines and ensuring high-impact work is completed efficiently. Focusing on enjoyment or ease first can lead to neglecting crucial responsibilities.

Question 7: A department is purchasing new software licenses that cost $120 each. The vendor offers a 12% discount if 20 or more licenses are purchased. If the department buys 25 licenses, what is the total cost after the discount is applied?

$3,000
$2,640 (Correct answer)
$360
$3,360

Correct answer: $2,640

First, calculate the total cost before the discount: 25 licenses * $120/license = $3,000. Next, calculate the discount amount: $3,000 * 0.12 = $360. Finally, subtract the discount from the total cost: $3,000 - $360 = $2,640.

Question 8: Which of the following is the PRIMARY reason for an organization to establish and adhere to a formal records retention schedule?

To make daily filing tasks faster for clerical staff
To organize historical documents for public viewing
To comply with legal and regulatory requirements (Correct answer)
To free up office space by disposing of old files

Correct answer: To comply with legal and regulatory requirements

While a retention schedule can help save space and organize files, its primary purpose is to ensure the organization complies with legal, statutory, and regulatory requirements for record-keeping. [4, 9, 10] Failure to do so can result in significant legal and financial penalties. [4]

Question 9: A clerk is tasked with arranging four new client folders. What is the correct alphabetical sequence for the following names? 1. South Bend Supply 2. South China Trading 3. South East Shipping 4. Southard & Sons

1, 3, 2, 4
1, 2, 3, 4
3, 2, 1, 4 (Correct answer)
4, 1, 2, 3

Correct answer: 3, 2, 1, 4

According to the unit-by-unit filing method, each word is a separate unit. The first unit, 'South', is the same for all. The second units must then be alphabetized: 'Bend', 'China', 'East', and 'Southard'. The correct alphabetical order of these second units is Bend, China, East, Southard. Therefore, the correct sequence is 1, 2, 3, 4.

Question 10: Which of the following fractions is the largest: 3/4, 4/5, 7/8, 13/16?

4/5
13/16
3/4
7/8 (Correct answer)

Correct answer: 7/8

To compare the fractions, convert them to decimals. 3/4 = 0.75. 4/5 = 0.80. 7/8 = 0.875. 13/16 = 0.8125. Comparing the decimal values, 0.875 is the largest, which corresponds to the fraction 7/8.

Question 11: What should you do if you receive a suspicious email at work?

Open it to see if it is legitimate
Delete it immediately without reading
Forward it to your colleagues
Report it to your IT department or supervisor (Correct answer)

Correct answer: Report it to your IT department or supervisor

If you receive a suspicious email at work, the safest and most responsible action is to report it to your IT department or supervisor. They are equipped to assess the threat, take appropriate security measures, and prevent potential cyberattacks or data breaches. Opening or forwarding it could compromise network security.

Question 12: In records management, the final stage in a record's life cycle, which involves either its authorized destruction or its transfer to an archive, is known as what?

Classification
Retrieval
Indexing
Disposition (Correct answer)

Correct answer: Disposition

Disposition is the final stage of the records life cycle. [5, 21] It refers to the actions taken after a record is no longer needed for current business, which includes secure destruction or transfer for permanent preservation. [5, 14, 20]

Question 13: An employee works 37.5 hours per week at a rate of $18.00 per hour. If 18% of their gross pay is deducted for taxes and 4% is deducted for a retirement plan, what is their net pay for one week?

$675.00
$572.50
$526.50 (Correct answer)
$540.00

Correct answer: $526.50

First, calculate the gross pay: 37.5 hours * $18.00/hour = $675.00. Next, calculate the total deduction percentage: 18% + 4% = 22%. Then, find the total deduction amount: $675.00 * 0.22 = $148.50. Finally, subtract the deductions from the gross pay to find the net pay: $675.00 - $148.50 = $526.50.

Question 14: A clerk is reviewing a timesheet to calculate total project hours. The employee logged 3 hours and 30 minutes on Monday, 2 hours and 45 minutes on Tuesday, and 4 hours and 15 minutes on Wednesday. What is the total time spent on the project over these three days?

9 hours, 90 minutes
10 hours, 0 minutes
9 hours, 30 minutes
10 hours, 30 minutes (Correct answer)

Correct answer: 10 hours, 30 minutes

First, add the whole hours: 3 + 2 + 4 = 9 hours. Next, add the minutes: 30 + 45 + 15 = 90 minutes. Since 60 minutes equals 1 hour, convert the 90 minutes to 1 hour and 30 minutes. Finally, add this to the hour total: 9 hours + 1 hour and 30 minutes = 10 hours and 30 minutes.

Question 15: A new office policy memo states: 'All expense reports must be submitted by the last business day of the month. Reports submitted after this deadline will be processed in the following month's payment cycle. It is the employee's responsibility to obtain all necessary receipts and managerial approvals prior to submission.' An employee submits their expense report with all receipts and approvals on the first business day of the next month. According to the policy, what is the most likely outcome?

The report will be rejected and the employee will not be reimbursed.
The employee will receive an immediate reimbursement.
The employee will be exempt from the policy for this one instance.
The reimbursement will be delayed until the next month's payment cycle. (Correct answer)

Correct answer: The reimbursement will be delayed until the next month's payment cycle.

The policy clearly states that reports submitted after the deadline ('the last business day of the month') 'will be processed in the following month's payment cycle.' Since the employee submitted the report on the first day of the next month, their reimbursement will be delayed.

Question 16: A batch of 500 invoices needs to be processed. Clerk A can process 25 invoices per hour, and Clerk B can process 20 invoices per hour. If they work together, how many hours will it take them to process the entire batch?

12.5 hours
11.1 hours (Correct answer)
10 hours
9.5 hours

Correct answer: 11.1 hours

When working together, their combined processing rate is the sum of their individual rates: 25 invoices/hour + 20 invoices/hour = 45 invoices/hour. To find the total time required, divide the total number of invoices by their combined rate: 500 invoices / 45 invoices/hour ≈ 11.11 hours.

Question 17: Which of the following sets of business names is alphabetized in the correct order, following the rule that numbers written as digits are filed before letters?

The 2nd Story Cafe, 5 Star Services, Two Guys Pizza, A-1 Auto
A-1 Auto, 5 Star Services, The 2nd Story Cafe, Two Guys Pizza
5 Star Services, A-1 Auto, The 2nd Story Cafe, Two Guys Pizza
5 Star Services, The 2nd Story Cafe, A-1 Auto, Two Guys Pizza (Correct answer)

Correct answer: 5 Star Services, The 2nd Story Cafe, A-1 Auto, Two Guys Pizza

The standard rule is that names beginning with numbers as digits are filed first, in numerical order. After all numeric names are filed, names beginning with letters are filed in alphabetical order. '5 Star Services' comes before 'The 2nd Story Cafe' (which is filed under 'S'). 'A-1 Auto' is filed under 'A', and 'Two Guys Pizza' (spelled out) is filed under 'T'. Therefore, the correct order is 5 Star, A-1, The 2nd Story, Two Guys. Let's re-evaluate based on a stricter rule: Numbers as digits (filed numerically) -> Letters (filed alphabetically). So, `5` comes first. Then all the lettered names. `A-1 Auto`. `The 2nd Story Cafe` is filed under `Second`. `Two Guys Pizza` is filed under `Two`. So: `5 Star`, `A-1`, `Second`, `Two`. The correct option here assumes numbers are filed before letters, so `5 Star Services` and `The 2nd Story Cafe` (as a numeric '2') would come before the alphabetic names. Between the two numeric names, 2 comes before 5. Let's re-check the standard. A more common standard is that numbers as digits are filed as a group before letters. So '5 Star' comes before 'A-1'. And spelled-out numbers ('Two') are filed alphabetically. The article 'The' in 'The 2nd Story Cafe' is considered the last filing unit, so it is filed under 'S'. Thus the order is: 5 Star Services, A-1 Auto, The 2nd Story Cafe, Two Guys Pizza.

Question 18: A clerk is tasked with ordering office supplies. They need to order 15 boxes of pens at $12.40 each, 25 notebooks at $3.50 each, and 5 printer cartridges at $45.00 each. What is the total cost of the order before sales tax?

$512.50
$502.50
$498.50 (Correct answer)
$488.50

Correct answer: $498.50

To find the total cost, you must calculate the cost for each item and then add them together. Pens: 15 * $12.40 = $186.00. Notebooks: 25 * $3.50 = $87.50. Cartridges: 5 * $45.00 = $225.00. Total Cost: $186.00 + $87.50 + $225.00 = $498.50.

Question 19: Which of the following is mentioned as an important skill for a clerical position?

Event planning
Graphic design
Effective communication (Correct answer)
Programming knowledge

Correct answer: Effective communication

Effective communication is a critical skill for almost any clerical position. Clerical staff frequently interact with colleagues, clients, and external parties, requiring clear verbal and written communication to convey information, answer queries, and coordinate tasks efficiently. Strong communication minimizes misunderstandings and fosters a productive work environment.

Question 20: Read the sentence and identify the error in grammar or spelling: 'The management team, along with the new interns, is attending a mandatory training session next Tusday.'

The use of 'is' instead of 'are'
The placement of the comma after 'interns'
The spelling of 'Tusday' (Correct answer)
The spelling of 'mandatory'

Correct answer: The spelling of 'Tusday'

The word 'Tuesday' is misspelled as 'Tusday'. The subject of the sentence is 'The management team,' which is singular, so the verb 'is' is correct. 'Mandatory' is spelled correctly, and the comma is used correctly to set off the non-essential phrase 'along with the new interns.'

Question 21: What is the significance of maintaining an accurate calendar for a clerical assistant?

It ensures important deadlines and appointments are not missed (Correct answer)
It helps in socializing with colleagues
It helps in generating more revenue
It reduces the workload

Correct answer: It ensures important deadlines and appointments are not missed

Maintaining an accurate calendar is crucial for a clerical assistant because it ensures that important deadlines and appointments are not missed. This helps in managing time effectively, coordinating schedules, and ensuring all commitments are met, which is vital for smooth office operations and client satisfaction. It directly impacts organizational efficiency.

Question 22: Which key capitalizes a single letter without toggling Caps Lock?

Tab
Ctrl
Alt
Shift (Correct answer)

Correct answer: Shift

Holding Shift while pressing a letter key produces a single capital letter.

Question 23: According to standard ARMA filing rules, how should the business name 'A Taste of Italy' be indexed and filed?

It is filed under 'A' as the first word.
The article 'A' is ignored, and it is filed under 'Taste'.
It is filed under 'Italy' as the most significant word.
It is indexed as 'Taste of Italy, A' and filed under 'T'. (Correct answer)

Correct answer: It is indexed as 'Taste of Italy, A' and filed under 'T'.

When an article ('A', 'An', 'The') is the first word of a name, it is considered the last indexing unit. The name is alphabetized based on the second word. Therefore, 'A Taste of Italy' is indexed as 'Taste of Italy, A' and filed under 'T' for 'Taste'.

Question 24: An office supply cabinet is meant to be stocked with staples and paper clips in a ratio of 2:5. If the current inventory shows 48 boxes of staples, how many boxes of paper clips are needed to maintain the correct ratio?

19
120 (Correct answer)
96
240

Correct answer: 120

The ratio is 2 boxes of staples for every 5 boxes of paper clips. Set up a proportion: 2/5 = 48/x. To solve for x (the number of paper clip boxes), you can see that 2 was multiplied by 24 to get 48. Therefore, you must also multiply 5 by 24. 5 * 24 = 120.

Question 25: A clerk needs to ship a box containing 8 identical manuals. If each manual weighs 14 ounces and the empty box weighs 12 ounces, what is the total shipping weight of the package in pounds and ounces? (Note: 1 pound = 16 ounces)

124 lbs, 0 oz
7 lbs, 0 oz
8 lbs, 4 oz
7 lbs, 12 oz (Correct answer)

Correct answer: 7 lbs, 12 oz

First, find the total weight of the manuals: 8 manuals * 14 oz/manual = 112 oz. Add the weight of the box: 112 oz + 12 oz = 124 oz. To convert this to pounds and ounces, divide by 16. 124 / 16 = 7 with a remainder of 12. This equals 7 pounds, 12 ounces.

Question 26: Which keyboard shortcut selects all text in an open document?

Ctrl+F
Ctrl+P
Ctrl+S
Ctrl+A (Correct answer)

Correct answer: Ctrl+A

Ctrl+A selects all content in the current document or active field.

Question 27: According to the 'nothing before something' rule, which of the following names would be filed LAST?

Art Works
Art's Gallery
Art-House Cinema
Arthur's Antiques (Correct answer)

Correct answer: Arthur's Antiques

The 'nothing before something' principle states that a shorter name or word is filed before a longer name or word that begins with the same letters. 'Art' as a single unit comes before 'Arthur'. 'Art Works' and 'Art's Gallery' (filed as Arts) come before 'Art-House' (filed as ArtHouse). All of these come before 'Arthur's Antiques' because the first filing unit 'Art' is shorter than 'Arthur'.

Question 28: Which of the following best defines a "vital record" in the context of office records management?

A record essential for the business to continue operating after a disaster (Correct answer)
Any document that is older than twenty years
Any email sent or received by a company executive
A daily report used by a single department for one week

Correct answer: A record essential for the business to continue operating after a disaster

A vital record is one that is essential for the organization to continue its business both during and after a disaster. [2] These records are necessary to protect the assets and interests of the organization and would be difficult or impossible to recreate. [2, 23, 25] Examples include deeds, articles of incorporation, and major contracts. [2]

Question 29: Which of the following sentences is the most clearly and professionally written for an office memorandum?

Just a heads up, the meeting's been moved to 3 PM.
This memo is to inform all staff that the weekly team meeting has been rescheduled for 3:00 PM. (Correct answer)
We're gonna have to reschedule the weekly meeting to 3:00 PM, FYI.
The meeting will not be at the original time, it will be later at 3:00 PM for everyone.

Correct answer: This memo is to inform all staff that the weekly team meeting has been rescheduled for 3:00 PM.

This sentence is the most professional and clear. It uses formal language ('This memo is to inform'), clearly states the subject ('weekly team meeting'), and provides the necessary information ('rescheduled for 3:00 PM'). The other options use informal slang ('heads up', 'gonna'), abbreviations ('FYI'), or are awkwardly phrased.

Question 30: What is the best way to ensure that office supplies are adequately stocked?

Use personal funds to purchase supplies
Avoid using office supplies
Order supplies only when they run out
Keep a detailed inventory and reorder supplies before they are depleted (Correct answer)

Correct answer: Keep a detailed inventory and reorder supplies before they are depleted

Maintaining a detailed inventory and reordering supplies before they are completely depleted is the most proactive and efficient way to ensure adequate stock. This prevents shortages that can disrupt office operations and allows for bulk purchasing advantages. Waiting until supplies run out can lead to delays and last-minute rushes.

Clerical Test Battery (CTB)

The Clerical Test Battery (CTB) is a pre-employment aptitude assessment used to evaluate candidates for clerical and administrative roles, measuring skills across verbal reasoning, numerical ability, grammar, filing, proofreading, and office records management.

Questions

30 min

Time Limit

70%

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These practice questions were written with AI tools. They are not real exam questions. Exam facts are checked against the official sources listed below. Not reviewed by a subject-matter expert. Editorial policy

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pge.com — Eligibility, exam format, time limit · verified Oct 2026