Ohio Civil Service Exam Clerical Skills and Procedures 2

Question 1

A clerk receives a phone call for a supervisor who is in a meeting. What is the most appropriate action?

Accepted Answer

Take a message with the caller's name, number, and purpose of call

Answer

Tell the caller the supervisor is unavailable and hang up

Answer

Interrupt the meeting immediately

Answer

Transfer the call to a random coworker

Question 2

When proofreading a document, which technique is most effective for catching typographical errors?

Accepted Answer

Have someone else read it aloud while you follow along

Answer

Read the document at normal speed

Answer

Read backwards word by word

Answer

Only check the first and last paragraphs

Question 3

Which filing system arranges records by subject matter rather than name or number?

Accepted Answer

Subject filing

Answer

Alphabetical filing

Answer

Numeric filing

Answer

Geographic filing

Question 4

A document marked 'CONFIDENTIAL' should be:

Accepted Answer

Handled only by authorized personnel and secured when not in use

Answer

Left on the printer for anyone to collect

Answer

Stored in an unlocked drawer for easy access

Answer

Emailed to all department staff for awareness

Question 5

When creating a business letter, where is the date typically placed?

Accepted Answer

Two to four lines below the letterhead or top of the page

Answer

At the bottom of the letter after the signature

Answer

Below the inside address

Answer

In the center of the page

Question 6

A records retention schedule determines:

Accepted Answer

How long records must be kept before disposal

Answer

How records should be alphabetized

Answer

The color-coding system for file folders

Answer

Who is allowed to create new records

Question 7

Which of the following is the correct way to alphabetize the names 'McDonald, Sara', 'MacDonald, James', and 'Mcdonald, Amy'?

Accepted Answer

MacDonald, James; McDonald, Sara; Mcdonald, Amy

Answer

Mac is filed as written, so MacDonald comes first

Answer

All three are treated as 'Mcdonald' and sorted by first name

Answer

Mcdonald, Amy; MacDonald, James; McDonald, Sara