Office Management - Part I
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This quiz will be taken by Mrs. Vance's Office Management class and will count as a Final Exam and college EDGE credit. Students must score a 75% or better to receive the EDGE credit. The exam also counts as a part of your final semester grade. Good Luck Ashley, Brittany, Jenna, Jessi, Jessica, Mark and Rachel!
- 1.All of the following are examples of professional conduct EXCEPT
- A.
Courtesy
- B.
Honesty
- C.
Gossip
- D.
Loyalty
- 2.When taking a telephone message, it is important to record the date, time, telephone number, and
- A.
Mailing address
- B.
Name of caller
- C.
Fax number
- D.
E-mail address
- E.
All of the above
- 3.Teamwork consists of
- A.
Dependability, responsibility, understanding
- B.
Dependability, positive attitude, inconsistency
- C.
Being helpful, being overbearing, being responsible
- D.
Patronizing, understanding, cooperativeness
- E.
None of the above
- 4.Which of the following is the USPS format to use when addressing the last line of an envelope?
- A.
WAYNE, W.V. 25570-1000
- B.
Wayne, WV 25570-1000
- C.
Wayne WV 25570-1000
- D.
WAYNE WV 25570-1000
- E.
Both C and D
- 5.Initial introduction to a new company and job is called _____.
- A.
Orientation
- B.
Performance review
- C.
An interview
- D.
None of the above
- 6.You should perform preventive maintenance on a computer/computer system
- A.
As brekdowns on equipment occur
- B.
Every day
- C.
On a regular basis
- D.
When new equipment is installed
- E.
All of the above
- 7.Facsimile, often called fax,
- A.
Transfers images electronicallly using telephone lines.
- B.
Is an easy-to-use, convenient, relatively inexpensive, fast way to transmit and receive information.
- C.
Is a convenient but relatively expensive way to transmit and receive information.
- D.
All of the above
- E.
Both A and B
- 8.A sum of money available to pay small expenditures is called a(n)
- A.
Office cash fund
- B.
Petty cash fund
- C.
Emergency cash fund
- D.
Discretionary account
- 9.Last week your gross earnings were $1,500 and your deductions were $180 for federal income tax, $60 for FICA, $25 for state income tax, and $40 for insurance. Your net pay is
- A.
$1,295
- B.
$1,195
- C.
$1,205
- D.
$1,105
- 10.A check that has been written, but not yet recorded or paid by the bank is
- A.
A bounced check
- B.
A canceled check
- C.
A dishonored check
- D.
An outstanding check
- E.
None of the above
- 11.When trying to resolve a conflict, be objective and focus on the issue--not the person.
- A.
True
- B.
Falso
- 12.To create a budget, the MOST useful software tool is a
- A.
Computer form
- B.
Database
- C.
Spreadsheet
- D.
Template
- E.
None of the above
- 13.The second indexing unit of "The J C Penney Store" is
- A.
The
- B.
J
- C.
Penney
- D.
Store
- E.
C
- 14.A numeric file does NOT require
- A.
Indexing
- B.
Sorting
- C.
Number assignment
- D.
A retrieval bar code
- E.
Coding
- 15.A chronological file divided into 12 monthly divisions with 31 daily parts for the current month is called
- A.
A current file
- B.
A monthly file
- C.
A reminder file
- D.
A tickler file
- 16.A tickler file must be checked
- A.
Monthly
- B.
Daily
- C.
Weekly
- D.
Annually
- 17.The home row keys on a 10-key calculator keypad are
- A.
0, 1, 2
- B.
1, 2, 3
- C.
4, 5, 6
- D.
5, 6, 7
- E.
3, 4, 5
- 18.If you work in a small office, you probably will be responsible for all the details involved with processing outgoing mail.
- A.
True
- B.
False
- 19.Searching for specific records and asking questions about a table in a database involves the use of
- A.
Tables
- B.
Forms
- C.
Queries
- D.
Reports
- E.
Both C and D
- 20.An appointment calendar should be updated
- A.
When authorized by the supervisor
- B.
At the end of the day
- C.
Every week
- D.
As appointments are changed
- 21.The FIRST item in an office's emergency procedures should be
- A.
A list of employees who can administer first aid
- B.
AIDS prevention information
- C.
Electric shock prevention instuctions
- D.
Instructions for moving a person with spinal injuries
- 22.Which of the following is NOT a proper method for implementing change?
- A.
Give clear directions
- B.
Check employee understanding of the change
- C.
Ignore employee suggestions
- D.
Set reasonable expectations
- 23.Assigning some tasks to other employees is called
- A.
Decision making
- B.
Delegating
- C.
Making a To Do list
- D.
Scheduling
- 24.Your manager reports to your team that your project is right on target. This is an example of what?
- A.
Group rating
- B.
Prestige
- C.
Goal accomplishment
- D.
Feedback
- E.
None of the above
- 25.A job description will usually NOT include
- A.
Name of supervisor
- B.
Duties and responsibilities
- C.
Skills and experience required
- D.
Information about working environment
- 26.Employee performance evaluations would NOT be used to determine which of the following?
- A.
Pay increase
- B.
Amount of vacation
- C.
Promotion
- D.
Areas of improvement
- 27.Knowing career goals, kinds of jobs available, job opportunities for the future, and job educational requirements are all part of developing a
- A.
Cover letter
- B.
Career plan
- C.
Job application
- D.
Resume
- E.
None of the above
- 28.The MOST appropriate way to resign from a job is to
- A.
Leave a not on your desk
- B.
Submit a letter of resignation
- C.
Telephone your supervisor
- D.
Tell a co-worker
- 29.The advantages of researching educational requirements for administrative positions include all of the following EXCEPT
- A.
Helping you in determining post-secondary choices
- B.
Giving you a sense of direction in your life
- C.
Allowing you to reach career goals
- D.
Allowing you to obtain a work permit
- 30.Each word below is spelled correctly EXCEPT
- A.
Correspondance
- B.
Immediately
- C.
Received
- D.
Statistical
- E.
All of the above words are correct.
- 31.During a telephone call, each of the listed responses is proper EXCEPT
- A.
"Excuse me, I'm having trouble hearing you."
- B.
"May I ask what your call is about?"
- C.
"May I ask who is calling please?"
- D.
"Who is this?"
- E.
All of the above are correct.
- 32.The study of the relationships between work and environment and well-being of employees is
- A.
Ergonomics
- B.
Employee empowerment
- C.
Economics
- D.
Office competencies
- E.
Both A and B
- 33.The purpose of an office procedures manual is to explain
- A.
How the word processing software works
- B.
The certification process for becoming a Certified Professional Secretary
- C.
The procedures and organizational structure of the company
- D.
The registration process for taking college classes
- E.
None of the above
- 34.Which sentence contains complete spelling accuracy?
- A.
Please use the correct devise when removing your paper from the machine.
- B.
The company offers very good benefits to its personel.
- C.
We need to order more letterhead stationary before Friday.
- D.
You will be out of luck if you loose this money.
- E.
None of the sentences have complete spelling accuracy.
- 35.When an item on a job application does not apply to you, you should write or type
- A.
A question mark
- B.
The initials NA
- C.
The initials SA
- D.
The word no
- 36.Some companies have expanded by using a global marketplace. Which of the following statement(s) is/are true about global marketplaces?
- A.
They use e-commerce to sell goods and services online.
- B.
They buy and sell goods or services throughout the world.
- C.
Some employees must travel beyond the United States to other countries.
- D.
The need for global communications links increase as organizations strive to remain competitive.
- E.
All of the above
- 37.Time is a valuable resource that should be managed wisely. Which of the following would NOT be used in an office to manage your time?
- A.
Completing a time log that analyzes your time
- B.
Setting priorities and simplifying your work
- C.
Employing the use of unnecessary telephone conversations and excessive socializing
- D.
Planning your work activities by using reminder systems
- E.
Both C and D
- 38.An itinerary is
- A.
A written record of meeting proceedings and decisions
- B.
A document that contains the information for a meeting
- C.
A description of tasks to be accomplished
- D.
A document giving detailed plans for a trip
- 39.Proper etiquette in conducting business meetings both in the US and foreign countries include
- A.
Being on time for appointments
- B.
Taking an ample supply of business cards
- C.
Providing gifts when appropriate
- D.
All of the above
- E.
Only A and C
- 40.The advantages of using magnetic media (hard disks, floppy disks, CDs) include all the following EXCEPT
- A.
Records can be retrieved quickly and easily
- B.
Electrical power surges and failures can erase or change the information
- C.
Less storage space is required
- D.
Records can be organized and updated easily
- 41.When records are outdated, or needed only infrequently, you should remove them from the active storage area.
- A.
True
- B.
False
- 42.A disaster recovery plan
- A.
Varies depending on the needs of the organization
- B.
Should be reviewed periodically and updated as needed
- C.
Helps companies to resume normal business operations as soon as possible
- D.
All of the above
- E.
Only B and C
- 43.Deciding how to identify how a record (document) is to be filed is called
- A.
Coding
- B.
Captioning
- C.
Indexing
- D.
Marking
- 44.You would use the following type of filing system if you were arranging records by topic.
- A.
Name filing
- B.
Subject filing
- C.
Numeric filing
- D.
Geographic filing
- 45.Terminal-digit and middle-digit filing are types of
- A.
Name filing
- B.
Subject filing
- C.
Numeric filing
- D.
Geographic filing
- 46.All of the following are true about a DBMS (Database Management System) EXCEPT
- A.
It identifies how long a record or document must be kept.
- B.
It is a collection of related records.
- C.
It helps you keep records up-to-date and speeds up the retrieval process.
- D.
It is flexible and may be designed to meet the needs of a particular organization.
- 47.Which of the following is NOT an acceptable collection procedure?
- A.
Courteous phone call
- B.
Gentle reminder
- C.
Hiring a loan shark
- D.
Collection letter
- E.
Both C and D
- 48.Safety practices you should follow to maintain your office workstation should include all of the following EXCEPT
- A.
Replacing worn chair mats
- B.
Keeping workstation drawers closed
- C.
Using electrical power strips
- D.
Eating and drinking at the desk
- 49.You can create a database report by using
- A.
Wizards
- B.
Templates
- C.
Blank forms
- D.
Display view
- 50.Which of the following has top priority in an office setting?
- A.
Making coffee
- B.
Checking personal e-mail
- C.
Typing today's meeting agenda
- D.
Scheduling next month's conference
- 51.A self-introduction, resume, certificates, certifications, work samples, a transcript, and letter of recommendations are all included in a(n)
- A.
Application
- B.
Biography data folder
- C.
Data sheet
- D.
Portfolio
- 52.Which of the following is NOT an appropriate interviewing procedure?
- A.
Dressing appropriately
- B.
Asking questions about salary and benefits
- C.
Making eye contact with the interviewer frequently
- D.
Asking questions about the company and its products or services
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