Ohio Civil Service Exam Clerical Skills and Procedures 5 — Questions and Answers
Question 1: When a coworker asks you to cover a task you are unfamiliar with, the best response is to:
- Refuse the task entirely
- Attempt the task without guidance to show initiative
- Inform the coworker of your unfamiliarity and ask for instructions or training (Correct answer)
- Complete the task incorrectly and hope no one notices
Correct answer: Inform the coworker of your unfamiliarity and ask for instructions or training
Acknowledging unfamiliarity and seeking guidance prevents errors and demonstrates professional responsibility.
Question 2: Which of the following is an example of vertical filing?
- Documents stored flat in stacked trays
- Files stored upright in a drawer with folders standing on edge (Correct answer)
- Records stored on open shelving horizontally
- Documents rolled and stored in tubes
Correct answer: Files stored upright in a drawer with folders standing on edge
Vertical filing stores folders upright in a drawer, allowing documents to be accessed from the top or front.
Question 3: A supervisor asks a clerk to maintain a log of all incoming correspondence. This log should include:
- Only the sender's name
- Date received, sender, subject, and action taken or required (Correct answer)
- Only items the clerk personally finds important
- A summary of all outgoing correspondence only
Correct answer: Date received, sender, subject, and action taken or required
A complete correspondence log captures all relevant details needed to track and respond to each item.
Question 4: What is the purpose of a routing slip attached to a document?
- To indicate the document should be shredded
- To show the sequence of people who should review or act on the document (Correct answer)
- To certify that the document has been notarized
- To identify the document's file number
Correct answer: To show the sequence of people who should review or act on the document
A routing slip lists recipients in order, so each person knows who to pass the document to next.
Question 5: When using spreadsheet software to track data, which function would you use to add all values in a column?
- AVERAGE
- COUNT
- SUM (Correct answer)
- MAX
Correct answer: SUM
The SUM function adds all numeric values in a specified range of cells.
Question 6: A clerk is asked to prepare minutes for a department meeting. Minutes should include:
- Personal opinions of attendees
- Date, attendees, topics discussed, decisions made, and action items assigned (Correct answer)
- Only the agenda items that were completed
- A transcript of every word spoken
Correct answer: Date, attendees, topics discussed, decisions made, and action items assigned
Meeting minutes are an official record capturing key facts: who attended, what was discussed, what was decided, and what follow-up is needed.
Question 7: Which behavior best demonstrates professional conduct in an Ohio civil service office?
- Using office equipment for personal projects during work hours
- Maintaining confidentiality, meeting deadlines, and treating colleagues respectfully (Correct answer)
- Sharing coworkers' personnel information with outside contacts
- Prioritizing personal tasks over assigned work duties
Correct answer: Maintaining confidentiality, meeting deadlines, and treating colleagues respectfully
Professional civil service conduct requires confidentiality, reliability, and respectful workplace relationships.
Ohio Civil Service Exam Clerical Skills and Procedures 5
When a coworker asks you to cover a task you are unfamiliar with, the best response is to: