Clerical Exams CLERICAL Following Instructions 3

Question 1

A procedure states: 'When processing returned mail, check the envelope for a forwarding address.
If a forwarding address is provided, update the database and resend.
If no forwarding address is found, mark the record as undeliverable and notify the originating department.' A returned envelope has no forwarding address.
What should you do?

Accepted Answer

Mark the record as undeliverable and notify the originating department

Answer

Resend the mail to the same address

Answer

Hold the mail until a forwarding address is found

Answer

Discard the returned mail

Question 2

The supply room policy reads: 'Employees may take up to 5 items per visit without a requisition form. For 6-20 items, a requisition form signed by the employee is required. For more than 20 items, the requisition form must also be signed by a supervisor.' An employee needs 14 printer cartridges. What documentation is required?

Accepted Answer

A requisition form signed by the employee

Answer

No documentation needed

Answer

A requisition form signed by the employee and a supervisor

Answer

A purchase order from accounting

Question 3

An office notice states: 'Conference Room A is reserved for department heads on Mondays and Wednesdays from 9-11 AM. All other times require booking through the online system at least 48 hours in advance. Same-day bookings are not permitted.' It is Tuesday at 2 PM, and a manager wants to book Conference Room A for Thursday at 10 AM. Can the booking be made?

Accepted Answer

Yes, it is more than 48 hours in advance

Answer

No, Thursday morning is reserved for department heads

Answer

No, same-day bookings are not permitted

Answer

Yes, but only if the manager is a department head

Question 4

Filing instructions state: 'Numeric files are arranged in ascending order. Within the same number, arrange by date received, most recent first. Color-code files as follows: active cases = green, closed cases = red, pending review = yellow.' File #2047 has three entries: an active case received March 1, a closed case received March 10, and a pending review received March 5. In what order should they appear?

Accepted Answer

Closed (Mar 10), Pending (Mar 5), Active (Mar 1)

Answer

Active (Mar 1), Pending (Mar 5), Closed (Mar 10)

Answer

Active (Mar 1), Closed (Mar 10), Pending (Mar 5)

Answer

Closed (Mar 10), Active (Mar 1), Pending (Mar 5)

Question 5

A procedure reads: 'When entering data, verify the Social Security number format (XXX-XX-XXXX). If the format is incorrect, flag the entry and do not proceed. If the format is correct, cross-reference the name against the master list. If the name does not match, send the file to the verification unit.' You receive an entry with SSN 412-78-9903 and the name does not appear on the master list. What should you do?

Accepted Answer

Send the file to the verification unit

Answer

Enter the data as provided

Answer

Flag the entry for incorrect SSN format

Answer

Delete the entry from the system

Question 6

Office instructions state: 'Outgoing packages under 5 lbs use standard mail. Packages 5-15 lbs must be sent via priority shipping. Packages over 15 lbs require freight service and must be scheduled one business day in advance. All packages must include a tracking label generated from the shipping system.' A 12-lb package needs to arrive by Friday, and today is Wednesday. What is the correct procedure?

Accepted Answer

Send via priority shipping with a tracking label

Answer

Send via standard mail with a tracking label

Answer

Schedule freight service for Thursday delivery

Answer

Hold the package until a freight slot opens