Administrative Office Procedures Flashcards
A belief in work as a moral good
Work Ethic
Being productive without wasting time or resources
Efficiency
Positive and negative information you receive from people about how you’re performing
Feedback
Being useful and valuable
Effectiveness
Being honest, trustworthy, and sincere in all you say and do
Integrity
Acting in support of your team members and organization
Loyalty
An organizational chart displaying who answers to whom
Formal Chain of Command
The people who truly influence decision making
Informal Chain of Command
A direct call to a specific individual
Person-to-Person Call
Cards like credit cards that are issued by a telephone company. Calls placed on a calling card are billed by the minute to the company to whom the card was issued.
Telephone Calling Cards
A call between more than two people who are in various locations
Conference Call
Forward a call to another line or extension if you are out of the office or unavailable
Call Forwarding
An alert that a caller is waiting on the line while you are in another call
Call waiting
When a caller is waiting on the line and the call rings as soon as you hang up
Camped out call
A switching system that connects all of the telephones in a company through a central switching mechanism
Private Branch Exchange (PBX)
Telephone calls are routed over the internet rather than traditional telephone lines
Voice over Internet Protocol (VoIP)
Machines that allow a print message to be sent over the telephone lines
Fax Machine
Provide a way for the computer fax system to add photographs, signatures, or other scanned images to a fax document
Scanners
The practice of stamping each piece of mail you open with the date it was received
Date-stamp
Document guaranteeing the payment of a specific amount of money, either on demand, or at a set time, with the payer named on the document. A separate register should be kept logging negotiable instruments such as bonds, stock certificates, and certified checks.
Negotiable Instruments
A machine that prints an official mark or signature on a letter or parcel to indicate that postage has been paid or does not need to be paid
Postage Meter
Scans, reads, and sorts mail by Zip code
Optical Character Reader (OCR)
Provides a mailing receipt and record of delivery
Certified Mail
Declare the value of items being sent for security and insurance purposes. The most secure way to send mail through the USPS.
Registered Mail
The post office takes responsibility for the collection of postage and fees upon delivery.
Collection on Delivery (COD)
Emails sent and received that stay within a particular company or organization
Intranet Email
Send and receive email anywhere to anyone connected to the internet
Internet Email
Encodes plain text and can be decoded by anyone else with the encryption key
Encryption Programs
Specifies where you have your user account. It can be the name of a commercial carrier or an internet service provider, and it may include numbers.
Domain
The first part of an email address that is unique to the user. You can often choose your own username or your company may provide one for you.
User Name
Identifies the main point of the email message
Subject line
Identifying what should be done first, second, third, and so on
Prioritize
Tools used to help the productivity of the work you do, reduce pain associated with work tasks, and prevent long-term health problems caused by work by enhancing the working environment
Ergonomic Aids
Projects that last longer than one week
Long-term projects
A long list of all tasks that need to be done, added when you’re made aware of it
Master List
Graphically displays the relationship of the steps in a project
Milestone Chart
Shows the relationships between all the steps of a project and identifies the critical path of the project
PERT Chart (Program Evaluation + Review Technique)
Identifies the essential steps that must be completed on time so as not to delay the completion of the total project
Critical Path
Being a self-starter who finds what needs to be done, helps others, and follows through with assignments
Initiative
To be counted on
Dependability
