OMST Administrative Procedures 2 — Questions and Answers
Question 1: Which Eisenhower Matrix quadrant should receive immediate personal attention?
- Urgent and unimportant
- Not urgent and unimportant
- Urgent and important (Correct answer)
- Not urgent and important
Correct answer: Urgent and important
Tasks that are both urgent and important require immediate personal action and should not be delegated or delayed.
Question 2: An office manager notices that a supply vendor has raised prices without notice. The correct first step is to:
- Pay the invoice and adjust the budget
- Request an itemized statement and compare to the original contract (Correct answer)
- Switch vendors immediately
- Ignore it unless it exceeds $500
Correct answer: Request an itemized statement and compare to the original contract
Verifying discrepancies against the original contract protects the organization from unauthorized charges and opens a dialogue with the vendor.
Question 3: Which type of travel arrangement document outlines the complete itinerary, confirmation numbers, and contact details for a business trip?
- Expense report
- Travel itinerary (Correct answer)
- Per diem schedule
- Meeting agenda
Correct answer: Travel itinerary
A travel itinerary consolidates all trip details — flights, hotels, meetings, and contacts — into one easy-reference document.
Question 4: What is the purpose of a signature log when handling incoming checks?
- To authenticate the payer's identity remotely
- To create an audit trail of received payments (Correct answer)
- To endorse checks for deposit
- To encrypt financial data
Correct answer: To create an audit trail of received payments
A signature log documents who received each check and when, providing an accountability trail that deters fraud.
Question 5: When scheduling appointments for an executive, the administrative professional should first:
- Book the conference room
- Check the executive's existing calendar (Correct answer)
- Send invitations to attendees
- Prepare the meeting agenda
Correct answer: Check the executive's existing calendar
Checking the executive's calendar before scheduling prevents double-bookings and respects already committed time blocks.
Question 6: A 'routing slip' attached to a document in an office environment is used to:
- Indicate the document is confidential
- Direct the document to multiple readers in sequence (Correct answer)
- Authorize the document for archiving
- Flag the document for destruction
Correct answer: Direct the document to multiple readers in sequence
A routing slip lists the order of readers so a single physical copy can circulate to multiple people without making duplicates.
OMST Administrative Procedures 2
Which Eisenhower Matrix quadrant should receive immediate personal attention?