California State Jobs Exam Office Technician 3 — Questions and Answers
Question 1: Which California Government Code section governs the state civil service merit system?
- Government Code Section 1000
- Government Code Section 18500 (Correct answer)
- Government Code Section 19800
- Government Code Section 12000
Correct answer: Government Code Section 18500
Government Code Section 18500 establishes the framework for California's civil service merit system.
Question 2: When scanning a multi-page document, what setting ensures all pages are saved as a single searchable file?
- Scan to JPEG with auto-naming
- Scan to multi-page PDF with OCR enabled (Correct answer)
- Scan each page as a separate BMP file
- Scan to PNG with compression
Correct answer: Scan to multi-page PDF with OCR enabled
A multi-page PDF with OCR creates one unified, text-searchable document from multiple scanned pages.
Question 3: A coworker frequently interrupts your work with non-urgent questions. What is the most professional approach?
- Ignore the coworker completely
- Establish set times for questions or suggest email for non-urgent matters (Correct answer)
- Report the coworker to HR immediately
- Move your desk to a different area
Correct answer: Establish set times for questions or suggest email for non-urgent matters
Setting boundaries and directing non-urgent communication to appropriate channels maintains productivity without conflict.
Question 4: What does the acronym 'HIPAA' require when handling medical records in a state health agency office?
- Records must be filed alphabetically only
- Patient health information must be kept confidential and secure (Correct answer)
- All records must be digitized within 30 days
- Medical records must be destroyed after one year
Correct answer: Patient health information must be kept confidential and secure
HIPAA (Health Insurance Portability and Accountability Act) mandates strict confidentiality and security for protected health information.
Question 5: Which retention schedule governs how long California state agency records must be kept?
- California Records Retention Schedule (CRRS) (Correct answer)
- Federal Register Schedule A
- Office of Management and Budget Circular A-130
- IRS Publication 583
Correct answer: California Records Retention Schedule (CRRS)
The California Records Retention Schedule (CRRS) sets mandatory retention periods for state agency records.
Question 6: When addressing a business envelope for mailing, the U.S. Postal Service recommends using:
- Mixed case with punctuation and abbreviations spelled out
- All caps, no punctuation, standard USPS abbreviations (Correct answer)
- Cursive script for easier machine reading
- Single line format with all elements on one line
Correct answer: All caps, no punctuation, standard USPS abbreviations
USPS automated mail processing reads all-cap addresses without punctuation most accurately.
Question 7: In a California state office, which action is required before disposing of documents containing personal identifying information (PII)?
- Recycling in the blue bin
- Cross-cut shredding or certified destruction (Correct answer)
- Scanning and then deleting digital copies
- Placing in a sealed envelope before discarding
Correct answer: Cross-cut shredding or certified destruction
California law requires secure destruction of PII-containing documents to prevent identity theft and data breaches.
California State Jobs Exam Office Technician 3
Which California Government Code section governs the state civil service merit system?