Administrative Procedures Flashcards

Which Eisenhower Matrix quadrant should receive immediate personal attention?

Answer: Urgent and important

Tasks that are both urgent and important require immediate personal action and should not be delegated or delayed.

An office manager notices that a supply vendor has raised prices without notice. The correct first step is to:

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.

Which type of travel arrangement document outlines the complete itinerary, confirmation numbers, and contact details for a business trip?

Answer: Travel itinerary

A travel itinerary consolidates all trip details — flights, hotels, meetings, and contacts — into one easy-reference document.

What is the purpose of a signature log when handling incoming checks?

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.

When scheduling appointments for an executive, the administrative professional should first:

Answer: Check the executive's existing calendar

Checking the executive's calendar before scheduling prevents double-bookings and respects already committed time blocks.

A 'routing slip' attached to a document in an office environment is used to:

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.