Unit 1 Flashcards
On which main areas does the Administration career field duties focus?
Office Management, Human resources, Executive Support, Commander’s programs, and postal and official mail duties
What are the requirements for progression to the 5-skill level in the Administration career field?
(1) Fulfillment of all 3-level training requirements.
(2) Completion of the 5-level CDC.
(3) Completion of all OJT requirements.
(4) Signed off and qualified on all core and 5-skill level tasks in the CFETP.
(5) Have an individual training plan.
What are the titles of three senior leaders or managers in your career field?
(1) Air Force 3A1X1 career field manager.
(2) MAJCOM 3A1X1 career field manager.
(3) Base-level 3A1X1 functional manager.
What are considered 3A1X1 responsibilities?
Suspense tracking, Customer Service, and Correspondence preparation
What is the most effective way to understand what is required for your customers?
To maintain an open line of communication with your customers.
Why should you focus on good customer service rather than just timeliness?
To understand the customer’s needs and so you will do the job right the first time.
When a needed service is not able to be provided for a customer what does etiquette dictate should happen?
You should follow up with the customer until the action is complete.
What are some communication tasks that require proper etiquette during daily duties?
(1) E-mail communications.
(2) Memorandums.
(3) Suspense actions.
What are two limitations that can impede access to information when using hard drives for file storage?
Hard drives can (1) reach their capacity and (2) are not accessible remotely.
List four types of file storage tools.
(1) Cloud technologies.
(2) Internet storage.
(3) SharePoint.
(4) Intranet share drive.
Why should you be able to identify a file type, especially when it comes to identifying an “executable” file?
Because when a file is executed, it could contain and introduce a virus, malware, or other malicious software to your system or network.
What is the standard Air Force standard enterprise solution software?
Microsoft Office Suite.
Which Microsoft program is used to edit documents such as official memorandums, bullet background papers, resumes, and decorations?
Microsoft Word.
When editing a document, where can you find most of the “tools” needed to allow you to cut, copy, paste, use the format painter, and much more?
Buttons on the “Home” tab.
Which official Air Force Handbook should you use as a tool when drafting documents?
AFH 33-337.
When proofing a document, what big advantage does the track changes feature offer the originator of the document?
It allows the final reviewer or approving official to view the document as it was originally drafted along with the changes for comparison.
Is in common, easily understood format and displays.
Usability
Has been afforded adequate protection where required.
Security
Has only the minimum level of detail required.
Brevity
Conveys the true situation.
Accuracy
Available in time to make decisions.
Timeliness
That applies to the mission, task, or situation at hand.
Relevance
Why is using forms in Microsoft Access encouraged?
Because it greatly decreases the chance of the user inputting incorrect data into a field on the data table that the form is attached to. Forms isolate each individual column of information on a table and allow the user to decipher and concentrate on only that specific piece of information that is needed in that field.
What is a characteristic that can be associated with Microsoft Excel?
The ability to store and present information that can be associated with mathematical possibilities.
Which Microsoft program is used to present slideshows that include animation, audio clips, and text?
Microsoft PowerPoint.
What is a good way you can determine if there are any flaws in your PowerPoint presentation?
Run through your entire presentation in full screen view looking closely at every slide to determine whether you need to change, add, or delete any information that is not pertinent to your briefing.
What do PowerPoint graphics, transitions, and animations have in common when used in a presentation?
If graphics, transitions, or animations are over used or are not relevant, they can detract from a presentation.
Secure correspondence.
Advantage of e-mail
Subject to computer vulnerabilities.
Disadvantage of e-mail
Does not convey tone.
Disadvantage of e-mail
Cost effective.
Advantage of e-mail
Create a record of transmittal.
Advantage of e-mail
Dependent on network integrity.
Disadvantage of e-mail
Which Microsoft Outlook feature allows the e-mail message sender to have a record of when a recipient has read the message?
Track messages
What were the certificates that reside on the PKI CAC establish to do, and what does publishing these certificates ensure?
To allow true authentication of each user; publishing certificates ensures users’ credentials are made public so that they can synchronize authentication information with programs that use their certificates.
What should be verified before sending personal information over e-mail within DOD?
(1) There is an official need.
(2) All addressee(s) (including “cc” addressees) are authorized to receive personal information under the PA.
(3) Personal information is protected from unauthorized disclosure, loss, or alteration.
Which Microsoft Outlook calendar feature allows a user to add invitees to alert other office personnel of a pending absence from the office?
Schedule appointments.
Who can grant access to a Microsoft calendar?
The owner of the calendar.
How does communication become “successful” communication?
The receiver must not only get the message but must interpret the message in the way the sender intended.
To create clear, efficient, and effective communications is the objective of which program?
The electronic communications program.
What is used to communicate with all DOD agencies?
Official memorandums.
What type of memorandum is used to add comments directly on the original memorandum?
Indorsement.
What type of correspondence is meant to summarize staff work, request action, or forward information in regards to the topic being discussed?
Staff Summary Sheet.
What is the term given for an action that has a deadline?
A suspense is a term used for the time at which something must happen. Simply put, a suspense is a deadline.
When a user’s My Site is not used, how many days are allowed until the site is automatically deleted?
90.
In the SharePoint architecture, whose responsibility is it to ensure all content is up to date and properly maintained according to Air Force instructions?
Content manager.
What is the purpose of designing SharePoint team sites?
A Team site is created to accommodate project collaboration for multiple users across multiple organizations or internally.
What is the first action you must take when managing documents on a SharePoint site?
Create a document library to upload your documents.
What type of SharePoint library is designed to hold images?
Picture library.
What is the purpose of workflows?
To allow team members to participate in document collaboration and manage project tasks by implementing an automated business process to track the progress of tasks done by multiple team members and specific daily routines and keep members informed of assigned deadlines for projects.
What is the name of the SharePoint gallery site setting link that can modify the administrative settings for the site collection?
Site collection administrators.
Which SharePoint feature allows the site collection administrator to track all activities that occur within the SharePoint environment?
Site collection audit.
Which type of SharePoint site navigation provides a link to the content page which organizes all of the lists and libraries contained within a site?
Quick launch.
What allows the user to gain access to many applications with no further log-in.
Single sign-on.
Who has the responsibility to oversee their organization’s implementation of the Air Force Portal program and the efforts of the content publishers within each organization?
Content manager.
Which Portal environment does not contain any publishing tools?
There are no publishing tools in the production environment. Content can only be “viewed” here. It cannot be created or edited in the live environment.
Which Portal environment allows publishing?
The Development environment is where publishing (development) happens.
Which type of Portal portlet can display up to six stories at a glance?
A feature portlet displays up to six stories at a glance or many stories displayed on tabs.
What does a mail to link do when activated?
When a user clicks a mailto link, the browser activates their default e-mail application and a blank message appears with the specified e-mail address.
What are the two types of video teleconference?
Point-to-point and multipoint.
What is name of the network that must be accessed to use the video teleconference network bridge?
The DISN.
When creating a DCS conference, what do you enter to find the needed participants?
Add known participants by entering their name or email address and DCS will look it up.
During a DCS conference, what is an advantage that is unique to this type of briefing?
All participants will be able to view the same contents as everyone else, and be able to post comments and chat with other participants during a session, while it is being briefed.
What is a teleconference?
A teleconference is a meeting or conference that takes place with participants that are geographically separated offices utilizing telephonic capability.
What types of Communication lines are most frequently utilized?
Most telecom technology will utilize ground telephone lines or Voice over Internal Protocol connection.
