Clerical Exams Skills 2 — Questions and Answers
Question 1: When alphabetizing a list of names, which name comes FIRST?
- Morris, Daniel
- Morrison, Alan
- Morris, Christine (Correct answer)
- Morrisey, Beth
Correct answer: Morris, Christine
Morris, Christine comes before Morris, Daniel because 'C' comes before 'D'. Both share 'Morris,' so the first name determines order.
In alphabetical filing, names are sorted by last name first, then first name. All four names begin differently: Morris, Morrisey, and Morrison. 'Morris' comes before 'Morrisey' (which comes before 'Morrison') because after the common letters 'Morris', a comma/end-of-word comes before additional letters. Among the Morris entries, Christine (C) comes before Daniel (D).
Question 2: A clerk must type a 600-word document. If they type at 40 words per minute (WPM) with no errors, approximately how long will it take?
- 10 minutes
- 15 minutes (Correct answer)
- 20 minutes
- 25 minutes
Correct answer: 15 minutes
600 words ÷ 40 WPM = 15 minutes.
Time = Total Words ÷ Words Per Minute = 600 ÷ 40 = 15 minutes. This straightforward calculation helps clerks estimate the time needed for typing tasks when planning their workload.
Question 3: In a numeric filing system, which number sequence is correctly ordered from smallest to largest?
- 103, 1030, 130, 1300
- 103, 130, 1030, 1300 (Correct answer)
- 130, 103, 1030, 1300
- 1030, 103, 130, 1300
Correct answer: 103, 130, 1030, 1300
103 < 130 < 1030 < 1300 is the correct ascending numeric order.
In numeric order: 103 (one hundred three) < 130 (one hundred thirty) < 1030 (one thousand thirty) < 1300 (one thousand three hundred). A common mistake is to sort only by the first digit; you must compare the full numeric values.
Question 4: An office clerk receives the following voicemail: 'This is Mr. James at extension 4421. Please call me back about the Peterson account as soon as possible.' What information should the clerk record in the message log?
- Only the caller's name
- Caller's name, extension number, subject, and time of call (Correct answer)
- Only the extension number
- The subject and nothing else
Correct answer: Caller's name, extension number, subject, and time of call
A complete message log includes all key details: name, contact, subject, and time.
A complete phone message log should include: (1) caller's name (Mr. James), (2) contact information (extension 4421), (3) subject/reason for call (Peterson account), (4) urgency (as soon as possible), and (5) date and time of the call. Recording all relevant details ensures the message recipient has everything needed for an efficient callback.
Question 5: What is the purpose of using a 'tickler file' system in an office?
- To file documents permanently by topic
- To track and remind you of tasks or documents that need attention on specific future dates (Correct answer)
- To organize files by employee name
- To store deleted electronic files temporarily
Correct answer: To track and remind you of tasks or documents that need attention on specific future dates
A tickler file is a follow-up reminder system organized by future dates.
A tickler file (also called a 'bring-forward' file) is a chronological reminder system — typically 31 daily folders and 12 monthly folders — where you file items by the date you need to act on them. Each day, you check that day's folder for tasks, documents, or follow-ups needing attention. It prevents deadlines from being missed.
Question 6: A business letter formatted in 'block style' means that:
- All text is centered on the page
- All parts of the letter begin at the left margin with no indentation (Correct answer)
- The body is indented but the address is centered
- Paragraphs are separated by bold horizontal lines
Correct answer: All parts of the letter begin at the left margin with no indentation
Block style means every element of the letter — address, date, salutation, body, and closing — is aligned at the left margin.
In full block style, all text including the date, inside address, salutation, body paragraphs, complimentary close, and signature begin at the left margin with no indentation. This is the most commonly used business letter format because it is clean, professional, and easy to produce.
Clerical Exams Skills 2
When alphabetizing a list of names, which name comes FIRST?