Ohio Civil Service Exam Clerical Aptitude 5 — Questions and Answers
Question 1: A clerk is entering data and finds that a field labeled 'ZIP Code' contains the value '431O2' (letter O instead of zero). What should the clerk do?
- Enter it as-is to match the original form
- Correct it to '43102' and note the correction (Correct answer)
- Leave the field blank and move on
- Delete the entire record
Correct answer: Correct it to '43102' and note the correction
A clerk should correct obvious data entry errors like a letter O in a numeric ZIP code and document the change.
Question 2: Which of the following correctly uses a comma?
- The clerk filed, the report yesterday.
- Please submit your form, before the deadline.
- After reviewing the file, the supervisor approved it. (Correct answer)
- The office, is closed on holidays.
Correct answer: After reviewing the file, the supervisor approved it.
A comma correctly follows an introductory adverbial clause ('After reviewing the file') before the main clause.
Question 3: Documents in a tickler file are organized primarily by:
- Alphabetical order by subject
- Future date for follow-up action (Correct answer)
- Size and number of pages
- Department and author name
Correct answer: Future date for follow-up action
A tickler file is a reminder system organized by future dates so clerks know when to take action on pending matters.
Question 4: A clerk types 55 words per minute. How many words can the clerk type in 20 minutes?
- 900
- 1,000
- 1,100 (Correct answer)
- 1,200
Correct answer: 1,100
55 words/minute × 20 minutes = 1,100 words.
Question 5: A records retention schedule states that personnel files must be kept for 7 years after termination. An employee terminated in January 2019. When may the file be destroyed?
- January 2024
- January 2025
- January 2026 (Correct answer)
- January 2027
Correct answer: January 2026
Adding 7 years to January 2019 gives January 2026 as the earliest destruction date.
Question 6: Which of the following best describes 'cross-referencing' in a filing system?
- Filing the same document in two separate folders
- Creating a note in one location directing users to find a document filed elsewhere (Correct answer)
- Shredding duplicate copies of a document
- Scanning documents into a digital backup system
Correct answer: Creating a note in one location directing users to find a document filed elsewhere
Cross-referencing places a guide card or note in one location pointing to where the actual document is filed.
Question 7: A clerk receives four memos labeled URGENT, ROUTINE, PRIORITY, and INFORMATIONAL. In what order should they typically be processed?
- Routine, Priority, Urgent, Informational
- Urgent, Priority, Routine, Informational (Correct answer)
- Informational, Routine, Priority, Urgent
- Priority, Urgent, Informational, Routine
Correct answer: Urgent, Priority, Routine, Informational
Standard office processing order prioritizes urgency: Urgent first, then Priority, Routine, and Informational last.
Ohio Civil Service Exam Clerical Aptitude 5
A clerk is entering data and finds that a field labeled 'ZIP Code' contains the value '431O2' (letter O instead of zero).
What should the clerk do?