Administrative Assistant II - Possible Questions and Answers
1. What is the main role of an Administrative Assistant II?
Answer: To provide clerical and administrative support such as managing files, processing
documents, scheduling meetings, and assisting in daily office operations.
2. What is the correct procedure for filing official documents?
Answer: Documents should be filed in a systematic order such as alphabetical, numerical, or
chronological format for easy retrieval.
3. What is the purpose of a transmittal form?
Answer: It is used to document and track the sending of documents from one office to another.
4. What should you do if a caller is requesting confidential information?
Answer: Politely inform the caller that you are not authorized to disclose the information and refer
the call to the appropriate officer.
5. How should you prioritize tasks during a busy workday?
Answer: Identify urgent and important tasks first, then delegate or schedule less critical ones.
6. Which of the following is a properly written business email greeting?
Answer: "Dear Sir/Madam,"
7. Which sentence is grammatically correct?
Answer: "The report has been submitted on time."
8. What does 'CC' in an email mean?
Answer: Carbon Copy - used to send a copy of the message to others besides the main recipient.
9. What is the correct way to answer an official phone call?
Answer: "Good morning, [Agency Name], this is [Your Name]. How may I help you?"
10. What does "Please be guided accordingly" mean in a memo?
Answer: It instructs the reader to follow the instructions or information provided.
11. Which software is best for preparing spreadsheets?
Answer: Microsoft Excel
12. What shortcut is used to copy a text in Windows?
Answer: Ctrl + C
13. Which device is used to scan physical documents into digital form?
Answer: Scanner
14. What is the purpose of using MS Outlook in the office?
Answer: To manage email communication, calendar schedules, and contact lists.
15. What should you do before shutting down a government-issued computer?
Answer: Save all work, close applications, and follow proper shutdown procedures.
16. What is a records retention schedule?
Answer: A document that indicates how long different types of records must be kept before they
can be archived or disposed.
17. What is the difference between active and inactive files?
Answer: Active files are frequently used, while inactive files are no longer needed for daily
operations but must be retained.
18. How should confidential records be stored?
Answer: In locked cabinets with access restricted to authorized personnel only.
19. What law governs the preservation of public documents in the Philippines?
Answer: RA 9470 - National Archives of the Philippines Act of 2007
20. What does 'DTR' stand for in government offices?
Answer: Daily Time Record
21. What is the main principle of RA 6713 (Code of Conduct and Ethical Standards for Public
Officials)?
Answer: To promote a high standard of ethics, integrity, and accountability among public servants.
22. A public servant must not accept any gift or favor in exchange for services. This is a violation of?
Answer: RA 6713 - Conflict of Interest and Unethical Behavior
23. Which agency oversees civil service exams in the Philippines?
Answer: Civil Service Commission (CSC)
24. If you witness unethical behavior by a co-worker, what should you do?
Answer: Report it to your immediate supervisor or the Human Resource Office.
25. Why is transparency important in government service?
Answer: It builds public trust and ensures accountability in the use of public funds and delivery of
services.
