New Jersey Civil Service Clerical Aptitude and Filing Questions and Answers

Question 1

You are tasked with filing the following four business folders alphabetically. Which folder should be filed FIRST?

Accepted Answer

St. James Medical Supply

Answer

South-East Plumbing

Answer

The Smith Group

Answer

Southard Legal Services

Question 2

A municipal clerk is verifying a batch of sequentially issued permit numbers before archiving the daily report. The standard format is YY-DD-#### (Year-Department-Sequence). Which of the following statements accurately describes the error in this sequence: 24-07-1056, 24-07-1057, 24-07-1058, 24-07-1060, 24-07-1061?

Accepted Answer

A number is missing from the sequence.

Answer

The numbers are filed in reverse order.

Answer

The department code is incorrect in one number.

Answer

The year is incorrectly formatted.

Question 3

A new clerk in a county administration office is responsible for coding incoming mail based on the following system:
- FIN: Correspondence related to budgets, invoices, or purchasing.
- HR: Correspondence related to personnel, benefits, or job applications.
- PRC: Correspondence from the public regarding services or complaints.
- LEG: Correspondence from attorneys or related to legal matters.
The clerk receives a letter from a resident asking about the status of a recent job application and inquiring about the health benefits for the position. What is the correct code for this piece of mail?

Accepted Answer

HR

Answer

FIN

Answer

PRC

Answer

LEG

Question 4

The procedure for processing a travel reimbursement form is as follows:
1. Employee submits Form TR-101 to their immediate supervisor.
2. The supervisor reviews and signs the form.
3. The supervisor forwards the signed form to the Department Head.
4. The Department Head approves the form. If the total is over $500, the Department Head must also attach a 'High-Value Justification' memo.
5. The form (and memo, if applicable) is sent to the Finance Department.
An employee submits a correct TR-101 form for $650 to their supervisor, who signs it and forwards it to the Department Head. What is the correct next step for the Department Head?

Accepted Answer

Approve the form, attach the justification memo, and send both to Finance.

Answer

Send the form directly to the Finance Department.

Answer

Return the form to the employee for additional information.

Answer

Approve the form and send it to the Finance Department.

Question 5

A clerk is verifying data entered into a new system. By comparing the 'Data Entry List' against the 'Original List' below, on which line was the error made?

Original List:
Line 1: Michele P. O'Connell
Line 2: David R. Andersen
Line 3: Catherine J. Stephenson
Line 4: Thomas E. MacGuire

Data Entry List:
Line 1: Michele P. O'Connell
Line 2: David R. Anderson
Line 3: Catherine J. Stephenson
Line 4: Thomas E. MacGuire

Accepted Answer

Line 2

Answer

Line 1

Answer

Line 3

Answer

Line 4

Question 6

A file folder for 'Project Alpha' contains correspondence filed chronologically, with the most recent document placed at the front of the folder. The documents currently in the folder are dated: March 15, 2024; February 28, 2024; and January 30, 2024. A clerk needs to file a new document dated March 5, 2024. According to the described filing system, where should the new document be placed?

Accepted Answer

Between the March 15 and February 28 documents.

Answer

At the very front of the folder, in front of the March 15 document.

Answer

At the very back of the folder, behind the January 30 document.

Answer

Between the February 28 and January 30 documents.