Administrative Office Procedures

Question 1

A belief in work as a moral good

Answer 1

Work Ethic

Question 2

Being productive without wasting time or resources

Answer 2

Efficiency

Question 3

Positive and negative information you receive from people about how you’re performing

Answer 3

Feedback

Question 4

Being useful and valuable

Answer 4

Effectiveness

Question 5

Being honest, trustworthy, and sincere in all you say and do

Answer 5

Integrity

Question 6

Acting in support of your team members and organization

Answer 6

Loyalty

Question 7

An organizational chart displaying who answers to whom

Answer 7

Formal Chain of Command

Question 8

The people who truly influence decision making

Answer 8

Informal Chain of Command

Question 9

A direct call to a specific individual

Answer 9

Person-to-Person Call

Question 10

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.

Answer 10

Telephone Calling Cards

Question 11

A call between more than two people who are in various locations

Answer 11

Conference Call

Question 12

Forward a call to another line or extension if you are out of the office or unavailable

Answer 12

Call Forwarding

Question 13

An alert that a caller is waiting on the line while you are in another call

Answer 13

Call waiting

Question 14

When a caller is waiting on the line and the call rings as soon as you hang up

Answer 14

Camped out call

Question 15

A switching system that connects all of the telephones in a company through a central switching mechanism

Answer 15

Private Branch Exchange (PBX)

Question 16

Telephone calls are routed over the internet rather than traditional telephone lines

Answer 16

Voice over Internet Protocol (VoIP)

Question 17

Machines that allow a print message to be sent over the telephone lines

Answer 17

Fax Machine

Question 18

Provide a way for the computer fax system to add photographs, signatures, or other scanned images to a fax document

Answer 18

Scanners

Question 19

The practice of stamping each piece of mail you open with the date it was received

Answer 19

Date-stamp

Question 20

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.

Answer 20

Negotiable Instruments

Question 21

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

Answer 21

Postage Meter

Question 22

Scans, reads, and sorts mail by Zip code

Answer 22

Optical Character Reader (OCR)

Question 23

Provides a mailing receipt and record of delivery

Answer 23

Certified Mail

Question 24

Declare the value of items being sent for security and insurance purposes. The most secure way to send mail through the USPS.

Answer 24

Registered Mail

Question 25

The post office takes responsibility for the collection of postage and fees upon delivery.

Answer 25

Collection on Delivery (COD)

Question 26

Emails sent and received that stay within a particular company or organization

Answer 26

Intranet Email

Question 27

Send and receive email anywhere to anyone connected to the internet

Answer 27

Internet Email

Question 28

Encodes plain text and can be decoded by anyone else with the encryption key

Answer 28

Encryption Programs

Question 29

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.

Answer 29

Domain

Question 30

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.

Answer 30

User Name

Question 31

Identifies the main point of the email message

Answer 31

Subject line

Question 32

Identifying what should be done first, second, third, and so on

Answer 32

Prioritize

Question 33

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

Answer 33

Ergonomic Aids

Question 34

Projects that last longer than one week

Answer 34

Long-term projects

Question 35

A long list of all tasks that need to be done, added when you’re made aware of it

Answer 35

Master List

Question 36

Graphically displays the relationship of the steps in a project

Answer 36

Milestone Chart

Question 37

Shows the relationships between all the steps of a project and identifies the critical path of the project

Answer 37

PERT Chart (Program Evaluation + Review Technique)

Question 38

Identifies the essential steps that must be completed on time so as not to delay the completion of the total project

Answer 38

Critical Path

Question 39

Being a self-starter who finds what needs to be done, helps others, and follows through with assignments

Answer 39

Initiative

Question 40

To be counted on

Answer 40

Dependability