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Office Administration Test Questions

The document contains 35 multiple choice questions testing knowledge of office administration topics like software used for financial reports, office equipment, office furniture, copier use procedures, communication mediums, meeting requirements, passport colors, office administration scope, letter requirements, basic administrative skills, definitions of administration, report purposes, letter purposes, keeping office equipment in good condition, mail management procedures, recruitment, records/files, job application attachments, archival systems, note taking from meetings, mail distribution facilities, commercial letter abbreviations, telephone placement, and phone message handling. The questions cover a wide range of foundational administrative concepts, processes, and tasks.

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Selvianarowa 19
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12K views8 pages

Office Administration Test Questions

The document contains 35 multiple choice questions testing knowledge of office administration topics like software used for financial reports, office equipment, office furniture, copier use procedures, communication mediums, meeting requirements, passport colors, office administration scope, letter requirements, basic administrative skills, definitions of administration, report purposes, letter purposes, keeping office equipment in good condition, mail management procedures, recruitment, records/files, job application attachments, archival systems, note taking from meetings, mail distribution facilities, commercial letter abbreviations, telephone placement, and phone message handling. The questions cover a wide range of foundational administrative concepts, processes, and tasks.

Uploaded by

Selvianarowa 19
Copyright
© All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
  • Administration Section Questions
  • Communication and Protocol
  • Meeting and Documentation
  • Official Passport and Administration Scope
  • Reports and Letter Management
  • Mail Processing Procedures
  • Archival Systems
  • Commercial Letters and Protocols

Administration Section Written Test Questions

1. The software used by the administration to manage petty cash when you want to make financial
reports is …

a. Microsoft Office Access

b. Microsoft Office Word

c. Microsoft Office Tools

d. Microsoft Office Excel

e. Microsoft Office PowerPoint

2. Office machines that function to duplicate documents with the best results in large quantities are …

a. Scanner

b. Mimeograph

c. Risograph

d. Offset machine

e. Photocopy machine

3. Office furniture that serves to store file folders measuring about 25 x 35 cm, this furniture has 4
drawers called …

a. locker

b. Filling cabinet

c. Display cabinet

d. Cupboard

e. card drawer

4. A copier is one of the tools used to duplicate documents. The first step to use it is to press the
ON/OFF button. Then the next step is…

a. Pressing the numeric button

b. Pressing the exposure button

c. Press the start button

d. Press the off button

e. Putting the document on the glass

5. Based on the source, production data, employee data, and financial data are data that describe the
condition of the organization. These data are data…
a. Internal

b. Secondary

c. Primary

d. External

e. Continuous

6. A leader or superior will convey a message or information to the administrative staff. The two of them
were in different rooms. The medium used for this communication is…

a. Intercom

b. Phone

c. Dictaphone

d. Cellphone

e. Mobile

7. When receiving a call, the appropriate response to the etiquette of receiving a call is…

a. Good afternoon! Who's there with?, I'm Fernanda, is there anything I can help you with?

b. Good afternoon! With Fernanda from PT. Surya Abadi, how can I help you?

c. Good afternoon! Introduce me, Fernanda, secretary from PT. Surya Abadi, is there anything I can help
you with?

d. Hello, good afternoon! With Fernanda from PT. Surya Abadi, is there anything I can help you with?

e. Hello, good afternoon! Who is this? Need help?

8. The role of Security, Health and Safety (K3) in an organization is very important. Below is the role of
K3, except…

a. Every production source used must be safe and efficient

b. Every employee has the right to receive protection for his safety when working

c. Every employee has the right to receive work facilities and guarantees

d. In an effort to reduce costs caused by work accidents

e. Everyone on the job site needs to be guaranteed safety

9. Below that includes personal documents are …

a. Birth certificate, agreement letter, decree

b. Permit, deed of sale and purchase, curriculum vitae

c. ID card, birth certificate, driving license


d. Cover letter, birth certificate, check

e. C1, Curiculum vitae, proposal

10. The equipment used to distribute letters or documents to divisions or work units within the
organization or company is…

a. Stop map folio

b. Map snelhecter

c. Internal expedition book

d. External expedition book

e. Disposition sheet

11. Before storing the archive, the letter will be coded with the number 2537, it means that the letter is
stored using a number system …

a. Archive book

b. Agenda book

c. digit terminal

d. Decimal dewey

e. Classification

12. In holding a meeting there are several requirements that must be met. The following are not
included in the terms of the meeting are…

a. No monopoly

b. Participants actively participate

c. Open atmosphere

d. Conduct debates based on arguments

e. Executed under the supervision of the leadership

13. In a meeting with 10 participants, the recording of the participants in the minutes is …

a. Write the name of the person concerned

b. Create separate lists and form attachments

c. Write the name

d. Write down the number and name of the participant

e. Make a list of attendance and in the form of an attachment


14. Official passports are used by government employees to travel abroad. The official passport has a
color cover…

a. Blue

b. Green

c. Red

d. Black

e. Chocolate

15. Office administration has a scope, namely…

a. Planning and supervision

b. Planning and organizing

c. Planning, directing and organizing

d. Answers a and b are correct

16. The following are not included in the requirements for a good letter category, namely…

a. The contents of the letter are delivered completely and clearly

b. Structured and complete letter section

c. The paper used is in accordance with the correspondence standards

d. The language used is solid, straightforward, and not verbose

e. All answers are wrong

17. Basic skills that must be possessed by administrative officers, except…

a. Archiving and correspondence

b. Company management

c. Have computer skills

d. Respond quickly to duties and obligations

e. Have knowledge of the basics of bookkeeping, reporting, and recording

18. The definition of administration is…

a. Administration is an activity consisting of how to organize an organization, set goals, and make
policies in order to achieve a goal

b. Administration is a cooperative activity carried out by two or more employees in accordance with the
division of labor that has been determined by the organization
c. Administration is the process of organizing an organization carried out by two or more individuals in
the form of cooperation in order to achieve a goal

d. Answers b and c are correct

e. All answers are correct

19. Reports are one of the office products. Which of the following statements about the report is true...

a. As proof of what has been done

b. Reports are a medium for conveying information, news or data either directly orally or indirectly
through writing

c. Office work products consisting of recording, typing, collecting, processing and checking data

d. Answers b and c are correct

e. All answers are correct

20. Letters serve to…

a. As a representative of the organization and the basis for decision making

b. As a communication tool and a written reminder

c. As written evidence that is authentic and has historical value

d. Answers b and c are correct

e. All answers are correct

21. The concept of a letter is needed to make a letter, its purpose is …

a. Avoid spelling mistakes

b. Avoid typing errors

c. Avoid unnecessary writing

d. Answers a and b are correct

e. All answers are correct

22. The way to keep office equipment in good condition is to…

a. Immediately ask coworkers for help when there is damage to office equipment

b. Checking equipment before use

c. Re-check the condition of the equipment before going home

d. Following the SOP (Standard Operating Procedure) for the use of equipment

e. Keeping equipment clean


23. The procedure for managing incoming mail using the agenda book system is….

a. Receiving -logging - sorting -directing - storage -delivery,

b. Receiving -sorting -recording -directing -delivery -storage,

c. Receiving -directing -logging -sorting -storing -delivery,

d. Receiving -logging -sorting -directing -delivery -storage.

e. receiving-directing-sorting-sending-storing-recording

24. A process or effort to find and influence workers to want to apply for job vacancies in a company or
agency, is called….

a. Selection

b. Recruitment

c. Job analysis

d. Test

e. interview

25. A collection of information that is systematically arranged, consisting of written, typed, printed or
machine-recorded information is called ....

a. Script

b. Records

c. File

d. Letter

e. files

26. In handling incoming mail, after receiving it is recorded in the agenda book, the next step is…

a. Sent to another section

b. Recorded in the expedition book

c. Given a disposition sheet

d. Checked the completeness of the contents

e. Saved

27. Data about employees, such as attendance data, and data on overtime hours including data….

a. financial data

b. administrative data
c. employment data

d. purchasing data

e. production data

28. The following are the completeness or attachment of a job application letter, except…

a. Curriculum Vitae

b. Diploma/STTB

c. Passport photo

d. Doctor's Certificate

e. Parent's Permission

29. Two archival systems are commonly referred to as “universal systems” because they are always used
in other systems, namely the…

a. alphabet and number

b. problem and alphabet

c. alphabet and date

d. date and number

e. territory and stairs

30. The result of a meeting discussion that has been written neatly is called …

a. Treatise

b. Report

c. Notes

d. Writer

e. Summary

31. In the old archival system for distributing incoming mail to work units, the facilities used are…

a. Log in book

b. Agenda book out

c. Control card

d. index card

e. Internal expedition book


32. In commercial letters, terms that have their own meaning are often used, such as c/o

(care of) means...

a. Per address

b. On behalf of

c. By address

d. carbon copy

e. idem

33. The most appropriate placement of the telephone on the secretary's desk is next to…

a. Middle of the desk

b. Another table

c. Right of work desk

d. Left work desk

e. Whatever

34. Handling messages via telephone, should be written in...

a. Small paper

b. Phone messages

c. Agenda book

d. Note book

e. Journal Book

35. 27. You as a secretary receive an incoming call from one of your company's clients, who wants to talk
to your boss, but your boss is not there, what are you doing…

a. Wait a minute

b. Sorry, father is not there, this is his cellphone number, just call

c. Passed on to another part

d. Asked to wait because it will be searched first

Common questions

Powered by AI

K3 emphasizes providing a safe and protected working environment for employees, ensuring they receive work safety guarantees and facilities. Efficiency might not be specifically listed as a role because the primary focus of K3 is on safety and health standards rather than operational efficiency, which is generally considered separately .

Universal archival systems like alphabet and numerical systems streamline document storage and retrieval, making it easier to manage large volumes of files. These consistent methods facilitate quick access and coordination across different departments, enhancing overall organizational efficiency .

A risograph specializes in duplicating documents efficiently and produces high-volume copies at a lower cost compared to basic photocopy machines. Unlike scanners and mimeographs, it offers the features of offset presses but is simpler and more user-friendly .

Intercoms are crucial for internal communication as they provide instant and direct voice communication between different rooms, which helps to efficiently convey information or messages where immediate feedback is needed, enhancing coordination within office operations .

Agenda books in mail management promote improved organizational skills by recording incoming and outgoing communications systematically. This helps prevent loss of important documents, ensures timely responses, and allows better tracking of mail flow, which is crucial for larger organizations dealing with high mail volumes .

Planning and organizing are crucial in office administration as they lay the foundation for efficient workflow and resource allocation, enabling structured achievement of organizational goals. Both elements ensure systematic processes and help in tackling tasks effectively, making them vital for operational success .

Administrative staff should maintain proper etiquette by identifying themselves clearly and offering help, e.g., "Good afternoon! This is Fernanda from PT. Surya Abadi, how can I help you?" This ensures a professional and welcoming tone that facilitates communication .

Content accuracy is crucial over simplicity in business correspondence to ensure that information is conveyed clearly and without omission, thus avoiding misinterpretation and legal implications. Accurate and complete information is vital for effective decision-making and maintaining professional communication standards .

Correct placement of telecommunication tools like the telephone is pivotal as it ensures ease of access, reduces clutter, and enhances efficiency. When placed on the right side of the desk, it allows easy reach while managing other desk tasks, minimizing disruption during calls .

Microsoft Office Excel is the most suitable software for managing petty cash and making financial reports as it is designed for spreadsheet computations and data analysis .

Administration Section Written Test Questions 1. The software used by the administration to manage petty cash when you want t
a. Internal b. Secondary c. Primary d. External e. Continuous 6. A leader or superior will convey a message or information to
d. Cover letter, birth certificate, check e. C1, Curiculum vitae, proposal 10. The equipment used to distribute letters or do
14. Official passports are used by government employees to travel abroad. The official passport has a color cover… a. Blue b
c. Administration is the process of organizing an organization carried out by two or more individuals in the form of coopera
23. The procedure for managing incoming mail using the agenda book system is…. a. Receiving -logging - sorting -directing - s
c. employment data d. purchasing data e. production data 28. The following are the completeness or attachment of a j
32. In commercial letters, terms that have their own meaning are often used, such as c/o (care of) means... a. Per address b.

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