Interview Questions: Office Systems Richard Stokes, Human Resource Consultant May 22, 2012
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Interview Questions: Office Systems Richard Stokes, Human Resource Consultant May 22, 2012 The Municipal Technical Advisory Service (MTAS) is a state-wide agency of the University of Tennessee Institute for Public Service, and helps municipalities in Tennessee with technical consulting, training and field services. Through MTAS cities and towns are supported by and have available technical experts dedicated solely to their service. MTAS links the expertise of Tennessee colleges and universities with cities and towns to provide timely and valuable information and assistance on issues of critical importance. ordinances and not enforce them. OFFICE SERVICES Adjusting and Investigating OSOO1 What current state licenses do you hold for adjusting claims? OSOO2 Please describe the most difficult claim you have dealt with and how you affected the outcome. OSOO3 Tell me about a claim where you disagreed with company policy and created a new policy. OSOO4 Please describe your most enjoyable claimant and tell me why it was a good experience. OSOO5 How do you stay calm when claimants are hassling you all day on the phone? OSOO6 What techniques do you employ to establish telephone rapport? OSOO7 With which claims disciplines such as Worker's Compensation and Liability, do you have "hands on" experience? OSOO8 Which claims discipline do you enjoy most and why? OSOO9 Which claims discipline do you enjoy least and why? OSO1O What is your reaction to the amount of paperwork and documentation required of an adjuster? OSO11 Please give me some specific examples of your ability to communicate with people at different levels of education and background. OSO12 Describe your techniques for investigating a claim to obtain pertinent information. OSO13 Tell me about some claims in which your own creativity resulted in a favorable settlement. OSO14 In your opinion, what criteria is needed to accurately set reserves? OSO15 What situations might occur that would necessitate you to adjust a reserve? Bookkeeping OSO16 Please list the types of records for which you have been responsible. OSO17 What is your experience with making journal entries and posting to the General Ledger. OSO18 What is your experience with calculating trial balances? OSO19 Tell me about your exposure to tax forms. OSO2O Please describe the books you have kept, such as ledgers and journals. OSO21 Please explain your definition of a "full charge" bookkeeper and tell me how closely you fit that definition. OSO22 Describe your experience with computerized accounting systems. OSO23 What experience have you had with undergoing audits? OSO24 How much responsibility have you had for monitoring accounts receivable? OSO25 What specific responsibilities have you had with bookkeeping in a "public grant" funded agency? Clerical Office OSO26 How much keying are you comfortable with in the course of a workday? OSO27 What is your experience in processing invoices? OSO28 What is your experience in processing claims? OSO29 What is your experience in handling confidential personnel or payroll files? OSO3O What is your experience in processing mail? OSO31 How handy are you in repairing office machines? OSO32 What specific office equipment are you experienced in operating? OSO33 What is the extent of your experience with word processing programs? OSO34 What has been the extent of your responsibility to monitor and order office supplies? OSO35 Describe to me your safety procedures for handling petty cash. Clerical Business OSO36 Which accounting machines, including computers, have you operated? OSO37 What is your experience with payroll systems? OSO38 Please tell me about your involvement with the computer and automated payroll systems. OSO39 What is your experience with accounts payable? OSO4O How do you validate and process an invoice and determine its order of payment? OSO41 How large a payroll have you worked with? OSO42 How many employees have you provided payroll bookkeeping for? OSO43 How large a volume of payable or receivables have you handled? OSO44 Have you ever been bonded? OSO45 What is the most cash you have had the responsibility for handling within a company? Credit OSO46 What experience have you had with ongoing accounts for collection? OSO47 What do you consider the critical "age" for an account before strong measures are taken to collect it? OSO48 What is your method for conducting a credit evaluation? OSO49 What categories of customers did you evaluate and where were they located? OSO5O What are the most important criteria to consider about a customer's financial condition before issuing credit? OSO51 How have you used sources to check a customer's credit? OSO52 What has been your responsibility for making the final credit decision? OSO53 How do you react to pressure from the sales department when a customer's credit is in doubt? OSO54 How would you react when your best customer falls behind with payments? OSO55 In your opinion, what is an acceptable loss ratio for uncollectible accounts? OSO56 Explain why you prefer a formal or informal collection policy. Office Administration OSO57 How have you measured the productivity of your operations? OSO58 What were the standards of measurement used in your last position? OSO59 How have you documented progress in your operations? OSO6O What telecommunications experience do you possess? OSO61 What comprises an ergonomically sound work station? OSO62 What procedure documentation have you been responsible for? OSO63 How would you overcome someone's anxiety about using new hardware or software? OSO64 Would you please define Office Automation. OSO65 What experience do you have in office system design? OSO66 Where do you feel the individual fits in this age of machines and office automation? OSO67 What preparation would you make prior to attending an equipment demonstration? OSO68 What specific office functions have you supervised? OSO69 Describe the job categories that have come under your supervision. Reception OSO7O How many people have you greeted on a typical day? OSO71 What kinds of people have you greeted in previous jobs? OSO72 What are some typical situations you have faced on a given day? OSO73 How much time do you usually spend on the phone answering calls? OSO74 What other office chores have you done while working as a receptionist? OSO75 What detailed telephone messages have you taken for individuals when they are out of the office? OSO76 What has been your responsibility for booking future appointments for management and sales staff? Secretarial OSO77 Please describe for me your idea of the perfect boss? OSO78 How flexible are you in working overtime or traveling out of town on company business? OSO79 What is your experience in word processing and with personal computers? OSO8O Briefly describe the micro computer equipment and software you have worked with. OSO81 Do you use software for dictation or voice transcription? OSO82 What is your typing speed and accuracy level? OSO83 Do you ever compose your own business letters? OSO84 Would you briefly describe your idea of a balanced workday at the office? OSO85 What personal satisfaction do you get from your work as a secretary? OSO86 What would you do if you had a dinner date at six and the boss gave you a rush job at five? OSO87 Tell me e about your approach to getting your boss's message across to others in the organization. OSO88 What is your experience in arranging your boss's calendar and setting up appointments? OSO89 What has been your responsibility for screening calls? OSO9O What criteria do you use in determining which telephone calls are put through to the boss? OSO91 What is your interest in moving into an administrative or management position? OSO91 What is your interest in moving into an administrative or management position? OSO92 What types of filing systems have you used - particularly automated systems? OSO93 Which office machines are you very familiar with? OSO94 What special training have you had in records managements? OSO95 In what ways have you contributed to your boss's success? OSO96 Describe your involvement in preparing departmental reports. OSO97 Tell me about some of the office "personality conflicts" you have encountered. OSO98 Do secretaries get the recognition that they deserve? OSO99 What kind of computers and computer software have you used? OS1OO What kind of computers do you prefer to use? OS1O1 How do you feel about working for more than one individual? OS1O2 Describe your idea of a full, busy day on the job. OS1O3 Tell me about some of the most important assignments you have been given to complete. OS1O4 What experience have you had in supervising or coordinating the work of a clerical staff? OS1O5 What has been your responsibility in dealing with departments other than your own? OS1O6 What personal and confidential matter did you handle for your boss? OS1O7 If you are familiar with the Certified Professional Secretary Organization, what do you think of it? OS1O8 How would you describe your aptitude with figures? OS1O9 What is your experience in taking transcripts of executive or Board meetings? Telecommunications OS11O What kinds of switchboards have you used? OS111 Do you prefer a single or multi-position board and why? OS112 Describe the sizes of witchboards with which you are experienced in terms of trunks and extensions. OS113 How busy a board are you comfortable with? OS114 What is your experience with placing conference calls long distance, or overseas calls? OS115 What is your experience as liaison with a telephone company regarding installation, service, and billing? OS116 What is your approach to establishing telephone rapport? OS117 What specific training have you had in telephone bills? OS118 What is your experience in training others in telephone operations? OS119 What experience do you have with electronic mail? OS12O What is your experience in using Instant Messaging systems or cloud computing to share texts, pictures, or videos from one computer to another? Word Processing OS121 Describe the word processing equipment you have used in the past. OS122 Which word processing applications do you enjoy the most? OS123 Which word processing applications do you enjoy the least? OS124 Tell me about your work with large volume text production of catalogues or manuals. OS125 How would you grade your own proficiency in English grammar and punctuation? OS126 Tell me about your work with large volume text production of catalogues or manuals. OS127 How many hours a day of keyboarding can you handle comfortably? OS128 What do you see as the big advantages in using a word processor? OS129 How do you avoid developing physical strain from sitting at an office workstation all day? OS13O How have you established priorities for processing project work for various department heads? OS131 What is your experience with electronic filing systems? OS132 Tell me about some mass mailings that you were responsible for.
