NJ Clerical & Office Skills 1 — Questions and Answers
Question 1: Which filing system arranges records in alphabetical order based on the last name of the individual?
- Numerical filing
- Geographical filing
- Alphabetical filing (Correct answer)
- Subject filing
Correct answer: Alphabetical filing
Alphabetical filing organizes records by the last name of individuals or the first word of an organization name.
Question 2: When alphabetically filing, which name comes first: 'MacArthur' or 'Macbeth'?
- MacArthur (Correct answer)
- Macbeth
- They are the same
- It depends on the department
Correct answer: MacArthur
In standard alphabetical filing, 'MacArthur' comes before 'Macbeth' because 'A' precedes 'B' after the shared prefix 'Mac.'
Question 3: In a government office, what does 'tickler file' refer to?
- A file for confidential disciplinary records
- A chronological reminder system for follow-up actions on specific dates (Correct answer)
- A file for humorous internal communications
- A backup file system
Correct answer: A chronological reminder system for follow-up actions on specific dates
A tickler file is a chronologically organized system that prompts staff to take follow-up action on specific future dates.
Question 4: Which of the following is the correct way to address an official business letter to a government office?
- Dear Government,
- To Whom It May Concern,
- Dear Director [Last Name], (Correct answer)
- Hey Office,
Correct answer: Dear Director [Last Name],
Formal business correspondence to a government office should address the specific official by their title and last name.
Question 5: A clerk receives a phone call and the person asks to speak with a supervisor who is in a meeting. What is the best response?
- Hang up immediately
- Tell the caller the supervisor is unavailable and offer to take a message or schedule a callback (Correct answer)
- Interrupt the meeting immediately
- Give the caller the supervisor's personal cell phone number
Correct answer: Tell the caller the supervisor is unavailable and offer to take a message or schedule a callback
Professional protocol requires informing the caller politely and offering to take a message or arrange a callback at a suitable time.
Question 6: What does 'cc' mean at the bottom of an official letter or memo?
- Carbon copy — additional recipients who will receive the correspondence (Correct answer)
- Confidential communication
- Corrected copy
- Certified correspondence
Correct answer: Carbon copy — additional recipients who will receive the correspondence
'cc' stands for carbon copy, indicating other parties who will also receive the correspondence.
NJ Clerical & Office Skills 1
Which filing system arranges records in alphabetical order based on the last name of the individual?