Clerical Skills and Procedures Flashcards
7 cards from real Ohio Civil Service Exam practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Clerical Skills and Procedures flashcards as text
A clerk receives a phone call for a supervisor who is in a meeting. What is the most appropriate action?
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.
When proofreading a document, which technique is most effective for catching typographical errors?
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.
Which filing system arranges records by subject matter rather than name or number?
Answer: Subject filing
Subject filing organizes documents by topic or category, making retrieval easier when the subject is known.
A document marked 'CONFIDENTIAL' should be:
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.
When creating a business letter, where is the date typically placed?
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.
A records retention schedule determines:
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.
Which of the following is the correct way to alphabetize the names 'McDonald, Sara', 'MacDonald, James', and 'Mcdonald, Amy'?
Answer: MacDonald, James; McDonald, Sara; Mcdonald, Amy
Standard filing rules treat Mac and Mc as spelled, so MacDonald precedes McDonald alphabetically.