Clerical Exams CLERICAL Reading Comprehension 3

Question 1

A directive reads: 'When answering telephone inquiries, clerks should first identify the department and themselves by name.
If the caller's question cannot be answered immediately, the clerk should take the caller's name, phone number, and a brief description of the inquiry, then return the call within four business hours.' A clerk receives a call with a question they cannot answer.
What is the FIRST thing they should do after determining they cannot answer?

Accepted Answer

Collect the caller's name, phone number, and inquiry details

Answer

Transfer the call to a supervisor

Answer

Ask the caller to call back later

Answer

Place the caller on hold indefinitely

Question 2

According to this passage: 'Interoffice mail is collected at 10:00 AM and 3:00 PM daily. Items marked "CONFIDENTIAL" must be placed in sealed envelopes with the sender's name on the outside. Packages exceeding 2 pounds must be sent through the external mail system.' A clerk needs to send a 3-pound confidential package to another department. How should it be sent?

Accepted Answer

Through the external mail system

Answer

Through the interoffice mail in a sealed envelope

Answer

Through interoffice mail at the 10:00 AM collection only

Answer

It cannot be sent to another department

Question 3

A regulation states: 'Clerks may authorize petty cash disbursements up to $50. Disbursements between $50.01 and $200 require a unit supervisor's signature. Any disbursement over $200 must be processed as a purchase order through the procurement office.' A department needs $175 worth of emergency cleaning supplies. Who must authorize this disbursement from petty cash?

Accepted Answer

The unit supervisor

Answer

The clerk on duty

Answer

The procurement office

Answer

The department head

Question 4

Read the following: 'Filing system procedures require that documents be filed alphabetically by the last name of the primary contact. When two contacts share the same last name, files are arranged by first name. Numerical documents such as invoices are filed in ascending order by document number within their respective folders.' Which document would be filed FIRST?

Accepted Answer

A letter from David Baldwin

Answer

A letter from Robert Chambers

Answer

A letter from Alice Chambers

Answer

An invoice numbered 2045

Question 5

A handbook passage reads: 'Employees requesting schedule changes must submit Form SC-4 at least two weeks in advance. Temporary schedule changes of five days or fewer require only the immediate supervisor's approval. Permanent schedule changes require approval from both the supervisor and the division chief.' An employee wants to permanently shift their hours starting next month. What approvals are needed?

Accepted Answer

Both the supervisor's and division chief's approval

Answer

Only the immediate supervisor's approval

Answer

Only the division chief's approval

Answer

No approval is needed if submitted two weeks in advance

Question 6

A procedural guide states: 'When processing incoming mail, clerks must date-stamp all items upon receipt. Registered mail requires a signature log entry. Items addressed to employees who are no longer with the agency should be marked "Return to Sender" unless they are addressed to a specific position title rather than a personal name.' A piece of registered mail arrives addressed to "Accounts Payable Manager" but the person in that position recently left. What should the clerk do?

Accepted Answer

Date-stamp it, log it in the signature record, and deliver it to the Accounts Payable unit

Answer

Return it to sender immediately

Answer

Date-stamp it and hold it until a new manager is hired

Answer

Forward it to the former employee's personal address