Ohio Civil Service Exam Clerical Skills and Procedures 2 — Questions and Answers
Question 1: A clerk receives a phone call for a supervisor who is in a meeting. What is the most appropriate action?
- Tell the caller the supervisor is unavailable and hang up
- Take a message with the caller's name, number, and purpose of call (Correct answer)
- Interrupt the meeting immediately
- Transfer the call to a random coworker
Correct answer: Take a message with the caller's name, number, and purpose of call
Taking a complete message ensures the supervisor can return the call with full context.
Question 2: When proofreading a document, which technique is most effective for catching typographical errors?
- Read the document at normal speed
- Read backwards word by word
- Have someone else read it aloud while you follow along (Correct answer)
- Only check the first and last paragraphs
Correct answer: Have someone else read it aloud while you follow along
Having someone read aloud while you follow along catches errors your eyes might skip when reading silently.
Question 3: Which filing system arranges records by subject matter rather than name or number?
- Alphabetical filing
- Numeric filing
- Geographic filing
- Subject filing (Correct answer)
Correct answer: Subject filing
Subject filing organizes documents by topic or category, making retrieval easier when the subject is known.
Question 4: A document marked 'CONFIDENTIAL' should be:
- Left on the printer for anyone to collect
- Stored in an unlocked drawer for easy access
- Handled only by authorized personnel and secured when not in use (Correct answer)
- Emailed to all department staff for awareness
Correct answer: Handled only by authorized personnel and secured when not in use
Confidential documents must be restricted to authorized individuals and secured to prevent unauthorized disclosure.
Question 5: When creating a business letter, where is the date typically placed?
- At the bottom of the letter after the signature
- Below the inside address
- Two to four lines below the letterhead or top of the page (Correct answer)
- In the center of the page
Correct answer: Two to four lines below the letterhead or top of the page
Standard business letter format places the date two to four lines below the letterhead.
Question 6: A records retention schedule determines:
- How records should be alphabetized
- How long records must be kept before disposal (Correct answer)
- The color-coding system for file folders
- Who is allowed to create new records
Correct answer: How long records must be kept before disposal
A records retention schedule specifies the minimum time period each type of record must be maintained.
Question 7: Which of the following is the correct way to alphabetize the names 'McDonald, Sara', 'MacDonald, James', and 'Mcdonald, Amy'?
- MacDonald, James; McDonald, Sara; Mcdonald, Amy (Correct answer)
- Mac is filed as written, so MacDonald comes first
- All three are treated as 'Mcdonald' and sorted by first name
- Mcdonald, Amy; MacDonald, James; McDonald, Sara
Correct answer: MacDonald, James; McDonald, Sara; Mcdonald, Amy
Standard filing rules treat Mac and Mc as spelled, so MacDonald precedes McDonald alphabetically.
Ohio Civil Service Exam Clerical Skills and Procedures 2
A clerk receives a phone call for a supervisor who is in a meeting.
What is the most appropriate action?