Civil Service Exam: Clerical Section

A great number of civil service positions are clerical in nature, and the exams usually reflect that by testing for clerical skills. The term 'clerical' has the same root as the word 'clerk,' and employees who do these kinds of jobs used to be widely known as clerks. These days people tend to associate the term 'clerk' with 'cashier,' and most people doing clerical work are now referred to as office workers, support staff, or some similar term. In most cases, a college degree is not required to be eligible for clerical positions. A high school diploma or general equivalency diploma will usually meet the educational requirement for applicants.
Clerical jobs can involve a wide variety of tasks. Some of the most common job duties for clerical workers are scheduling appointments, answering phones, keeping records, light bookkeeping, making copies, filing, sorting, word processing (what used to be called typing), and data entry. In many cases, one of these tasks will be the primary function of the employee. In other positions, a clerical worker will be more of a jack-of-all-trades, who may perform all of the tasks mentioned above on a regular basis, as well as others. Examples of clerical workers include secretaries and administrative assistants, who typically have a wide range of duties.
Until about 1980, most of these jobs were done the old-fashioned way, using pencil and paper, mimeographs, file cabinets, etc.

Mimeographs are a thing of the past, of course, and while file cabinets, pencils, and paper are still found in offices, nearly all clerical work is now done with computers, printers, scanners, and other high-tech machines. In order to qualify for these jobs, you'll need to know at least the basics of operating a computer: working with documents, shortcuts like copying and pasting, saving files, etc. For some positions, you'll need extensive experience using common software programs for word processing, data management, creating charts, and more. If advanced skills are required, the civil service job listing will say so. Make sure to read job postings carefully so you don't waste time and expense, applying and testing for a job you aren't qualified for.

Common Clerical Civil Service Jobs

File Clerks
Keeping records is an important and time-consuming task in every government agency and department in the country. Without proper record keeping, it would be impossible for a government agency to properly serve the public, and it would be equally impossible for citizens to trust the agency.
File clerks perform this vital function, and must do it accurately and efficiently. Some government departments are now paperless, meaning that all records and files are stored, updated, organized, and revised by electronic means only. In a paperless office, file clerks will do all of their work on computers. Most departments have not made the full transition to being paperless yet, however. In these jobs, much of the work will be done on computers, but since paper files are still in use, some of them will be stored in actual file cabinets. Some clerks may do only electronic filing or only paper filing, while some will do both.

Information Clerks and Receptionists
There is a lot of overlap in the job descriptions of information clerks and receptionists, and oftentimes the titles are basically interchangeable. When you enter an office building and a person behind a desk greets and assists you, you're interacting with a receptionist. Generally speaking, receptionist jobs also involve answering phones and screening and directing calls. These activities take up most of a receptionist's day.
Information clerks often perform these same functions, but in many cases, they also interact with other employees, providing support in a variety of ways. They may look up needed information for a higher-level employee, for example. They may also do a fair amount of 'gofer' tasks, which involve running errands or delivering work material from one employee to another. These employees tend to work with members of the public less often than receptionists do.
Since these two job titles are often used interchangeably, don't read too much into a job description on a civil service posting for a receptionist or information clerk position. If you qualify for one position, you'll probably qualify for the other, and the exams will almost certainly be very similar. The biggest difference between the two kinds of jobs is how much time an employee spends interacting with members of the public compared to the amount of time spent helping coworkers.

Information Processing Clerks
There are usually many jobs for information processing clerks in every government department. These positions fall into two main categories—word processing and data entry. Word processing used to be called typing, and being good at typing is still one of the main qualifications for these jobs. Both speed and accuracy are required; often the job listing will specify how fast an accurate you need to be in order to qualify. If so, you will need to pass a separate typing test. In addition, many of these positions require proficiency in Microsoft Word™, because it is the most common word processing software.
Data entry clerks work with numbers instead of words, and they may be referred to as accounting clerks or bookkeeping clerks. These employees use the numerical keypad on a regular keyboard, or a stand-alone device, known as a ten-key or a number pad (AKA numpad). Some jobs will require applicants to pass a test demonstrating that they have the necessary speed and accuracy on a ten-key pad.

Clerical Practice Tests
One thing all clerical positions have in common is that attention to detail is extremely important. Because of this, civil service exams for clerical positions have a lot of content designed to test for speed and accuracy at completing forms, coding, and spotting discrepancies between two sets of information. If you're considering applying for a clerical position, this section of the guide will help you get up to speed for this part of the civil service exam.

Tip 1: Speed
Practice at a higher rate of speed than your normal comfort level. This will increase your pace by the time of the exam. Your ability and tolerance for speed will increase after repeated practice. Remember to keep the accuracy ratio high. You must be fast but accurate.

Tip 2: Preparation is an Advantage
Unlike others you will be prepared and know what is coming throughout the testing period. This should give you a level of comfort and confidence that will help you achieve a higher score.

Tip 3: Check Answers if Time Allows
If you finish early, check your answers. Make sure that the answer for #4 is marked on the answer sheet as #4. Check any addresses that you were unsure of.

Tip 4: Do Not Guess on this Section
For most clerical exercises on a civil service exam, wrong answers will count against you in the scoring procedure. Your score will be reduced if you guess incorrectly instead of leaving a question blank.


Forms Completion

Completing Forms
This is a test of your ability to identify information needed to complete forms like those used by many delivery companies, which are similar to many departmental forms in government agencies. You will be shown several forms on this test, along with several items about what information is required to complete each form. Each part of the form is labeled (for example, 7 and 7a).

Reducing Errors
Here are suggestions to help you reduce errors on Completing Tasks:
·        
Study each form carefully. Each of the forms in this test section is different and calls for different information in the various sections. You should take time to study the forms carefully before responding to the items to be sure that you know what information is desired.
Consider answering items you're sure of, and then come back and answer other items later. If you return to an item, take extreme care to make sure that you are marking the correct answer on your answer sheet. It is easy to lose your place and darken the wrong circle.

Forms Completion Sample Questions
Look at the sample form and questions shown below. Please study the form and complete the sample questions.

Sample Form

1. Last Name

2. First Name

3. Street Address

4. City

5. State

6. ZIP Code

7. Date
7a. Month
7b. Day
7c. Year

8. Amount Paid$

S1. Where should the last name be entered on this form?
A.Box 1
B.Box 2
C.Box 3
D.Box 4

S2. Which of these is a correct entry for Line 7a?
A.$62.30
B.2005
C.August
D.70455


In the Sample Form, Box 1 is labeled 'Last Name.'
Therefore, the correct answer is A. In the Sample Form, Line 7a asks for a month, and August is the only month among the answer choices. Therefore, C is the correct answer. Notice that the Completed Sample Answer Grid on the right side of the page shows the correct responses filled in.


Forms Completion Exercise
Give yourself 7 minutes to complete this exercise. While this test part is designed to allow sufficient time to read and review each form, it is important to practice responding to the items within a reasonable time period.
Read each form and answer the items based upon the information provided.

Sample Form 1
Attempted Delivery Notice



1. Where would you enter the sender's address?
C.Box 3a
D.Box 3b


2. Which of these would be a correct entry for Box 2?
A.A check mark
B.11/12/04
C.4
D.Renae Smith


3. You could enter a date in each of the following boxes EXCEPT which?
C.Line 5a
D.Line 7c


4. Which of these would be a correct entry for Line 7d?
A.PO Box
454 Robert, LA 70455
B.A check
C.03/15/05
D.10:00 a.m.


5. Where would you indicate that the customer must pick up the item at the Post Office?
A.Box 43a
B.Box 5a
C.Box 6b
D.Box 7b


6. Which of these would be a correct entry for Box 3a?
A.Lydia
Traylor
C.5453
Essen Lane Baton Rouge, LA 70809
D.$5.08


7. How would you indicate that there are two boxes to be delivered?
A.Enter
'2' in Line 5a
B.Enter
'2' in Line 5b
C.Enter
'2' in Line 5c
D.Enter '2' in Line 5d

Sample Form 2

Mass Mailing Receipt

8. Luke Strait holds the mass mailing permit. Where would you indicate this?
A.Box 3
B.Box 4
C.Box 5
D.Box 6


9. Where would you indicate that 75,000 pieces were sent?
B.Box 8
C.Line 7a
D.Line 10


10. How would you indicate that the processing category is 'Automation Flats'?
A.Put a check mark in Box 7a
B.Put a check mark in Box 7b
C.Put a check mark in Box 7c
D.Put a check mark in Box 7d


11. The total paid was $407.59. Where would you indicate this?
A.Box 6
B.Line 9a
C.Box 10
D.Line 11


12. Which of these would be a correct entry for Box 5?
A.111 Lake
Front Drive Miramar Beach FL 32550
B.Berry
Town Candies
C.2/10/04
D.A check mark


13. Which of these would be a correct entry for Box 10?
A.30454
B.901-866-5243
C.30
D.70005-6320


14. The Post Office ZIP Code is 77706. Where would you indicate this?
D.Box 9

15. A number would be a correct entry for every box EXCEPT which?
C.Box 8

Forms Completion Answer Key

1. D

2. B

3. C

4. D

5. D

6. A

7. D

8. B

9. B

10. C

11. D

12. A

13. C

14. B

15. B