Study Guide for Office Assistant 1 Document Services
Contents
1. c 30 S e 40 5 You can change your answers at any time during the test until the time runs out or you click the Submit button 2 0309 Test Taking Strategies Introduction The Office Assistant 1 Document Services Test contains multiple choice questions The purpose of this section is to help you to identify some special features of a multiple choice test and to suggest techniques for you to use when taking one Your emotional and physical state during the test may determine whether you are prepared to do your best The following list provides common sense techniques you can use before the test begins Technique Remarks Be confident e If you feel confident about passing the test you may lessen your anxiety e Think of the test as a way of demonstrating how much you know the skills you can apply the problems you can solve and your good judgment capabilities Be punctual e Arrive early enough to feel relaxed and comfortable before the test begins Concentrate e Try to block out all distractions and concentrate only on the test You will not only finish faster but you will reduce your chances of making careless mistakes e If possible select a seat away from others who might be distracting e If lighting in the room is poor sit under a light fixture e If the test room becomes noisy or there are other distractions or irregularities mention them to the Test Administrator immediately Budge2. Since some tests take several hours you should consider these factors before the test begins All questions on this test are multiple choice with four possible answers Prior to March 9 2009 your answers to the questions are indicated by filling in a circle on an answer sheet with a special mark sense pencil For your answers to be read accurately by the scanner you must fill in the circles completely and erase completely any answer you wish to change After March 9 2009 you will take the exam on a computer For more information on this please see the next section of this study guide Computer Based Testing The test has a three 3 hour time limit and no aids are allowed when taking this test You will receive a Test Comment form so that you can make comments about test questions Write any comments you have and turn it in with your test when you are done 1 0309 Study Guide Feedback At the end of this Guide you have been provided with a Study Guide Feedback page If a procedure or policy has changed making any part of this study guide incorrect your feedback would be appreciated so that corrections can be made 2 0309 Computer Based Testing Effective March 9 2009 all knowledge tests will be administered on the computer This information will help prepare you for a knowledge test taken on or after March 9 2009 Taking an SCE knowledge test on the computer is simple You do not need any computer experience or typing skill
3. 3 Control Rooms to update a RUSH drawing the updater is denied access to the Control Rooms What is the correct course of action to take a b Wait outside the Control Rooms until the location becomes available Bring the RUSH drawing back to the CDM Center and place in the updating cube for the next opportunity to update Contact Supervision for direction Leave the drawing with the Control Room Operator to update when the file is available 3 How frequently are the CDM Controlled Files audited a b Quarterly Annually Biannually Biennially 7 0309 4 Which of the following is the correct DCN number for legacy documents in Records a DCN 1 b K880411S1234 Cc 041000221 5 d 023 405 7 203 8 0309 Answers The following are answers to the sample questions on the previous pages q B 2 Cc 3 Cc 4 B 9 0309 Study Guide Feedback Please use this page to notify us of any changes in policies procedures or materials affecting this guide Once completed return to Performance Assessment Services GO4 Ground Floor 8631 Rush St Rosemead CA 91770 Test Name Office Assistant 1 Document Services Test No 2717 Page Comments 10 0309
4. Study Guide for Office Assistant 1 Document Services Test No 2717 Performance Assessment Services Southern California Edison Introduction The Office Assistant 1 Document Services Test is a job knowledge test designed to cover the major knowledge areas necessary to perform the job This Guide contains strategies to use for taking tests and a study outline which includes knowledge categories major job activities and study references Test Scheduling Employees who apply for positions bids and transfers requiring testing before March 9 2009 will be scheduled for testing by their Supervisor through Human Resources For those who apply after March 9 2009 both the employee and their Supervisor will be notified of a scheduled test date by Human Resources Test times and dates for positions requiring testing will be specified in the bid transfer requisition job posting Employees should be prepared to test on the specified dates Only employees who apply for positions requiring testing and who meet basic qualifications will be invited to test Applicants will be scheduled through the recruiter If you have any questions please call 626 302 9830 Test Session It is important that you follow the directions of the Test Administrator exactly If you have any questions about the testing session be sure to ask the Test Administrator before the testing begins During testing you may not leave the room talk smoke eat or drink
5. cesses Corporate Document Management Revision Controlled Documents Imaging Processes Drawing File Maintenance and Use Corporate Documentation Management CDM Documentation Control Quality Assurance Record Processes Corporate Documentation Management CDM Reprographics Procedure Record Document Storage at Corporate Documentation Management CDM SONGS Requirements for Access and Protection of Safeguard Information Preparation and Verification of Design Calculations Design Drawing and Development and Change Notice Incorporation Record and Revision Controlled Document Control Program 5 0309 Study References continued 26 89 1 form SONGS Drawing Document Transmittal and Release D 009 Formality and Attention to Detail CDM Work Instructions CDS Index File Codes CDM Distribution Matrix NDMS On Line User s Manual Document Processing Agreements Record Processing Agreements TQAM ANSI N45 2 9 1974 ESM 01 001 001 Behavior in the Workplace Codes of Conduct 6 0309 Sample Questions 1 The RPA for a record set has an Access Code of 00 General Access One of the records being processed has employee social security numbers What is the correct action to take a b Follow the RPA and index the records with Access Code 00 Index the record with Access Code 02 Employee Confidential Contact the record owner for further direction Contact Supervision for further direction 2 Upon arriving at Units 2
6. est Taking Strategies 2004 J Kesselman Turkel amp F Peterson 2 0309 Job Knowledge Categories A Document Services Computer Operations Includes knowledge of Document Services data entry procedures and codes keyboard functions computer systems and hardware used for processing retrieving verifying updating researching and investigating documents drawings records procedures etc Knowledge of Document Services guidelines and procedures used to locate file print and distribute documents drawings records copies etc using computer software and or hardware Knowledge of how to operate and perform general maintenance e g refilling paper toner ink etc on copy machines scanners plotters film and hard copy and or other standard office equipment as needed Knowledge of how to verify documents drawings records etc for legibility quality page count etc before processing and reproducing items Below is a list of the specific computer systems and hardware used in Document Services e NDMS NDMSLITE MIS eDDIE MOSAIC DDS Scanners Copiers Plotters film and hard copy B Document Services Retrieval Filing and Auditing Includes knowledge of Document Services desk instructions and procedures used for investigating and researching specific information on drawings documents and records Knowledge of how to research current revision and change information on documents and locate reference information for retrieval
7. ns solve task or work related problems arrange and schedule desk coverage for Office Assistant 2s and assist internal customers Knowledge of the type and location of information contained in intranet databases and or other sources used to communicate with and assist internal customers Knowledge of how and ability to collaborate with others in order to complete projects build relationships with people and or departments cooperate manage and resolve problems conflict with others and demonstrate interpersonal skills i e tact diplomacy etc at all times when interacting with others 4 0309 Study References Below is a combined list of the study references for the major knowledge categories and material contained on the test All study reference materials can be obtained via NDMS and or the supervisors in Document Services 0123 VI 2 0123 VI 6 0123 VI 28 0123 VI 28 1 0123 VI 28 2 0123 VI 28 3 0123 VI 29 0123 VI 30 0123 VI 32 0123 XV 9 0123 XXIV 7 15 0123 XXIV 8 7 0123 RE 1 Record Retention Assessments and Record Preparation Transmittal to Corporate Documentation Management CDM SONGS Distribution Matrix for Documents Drawings Distributed by Corporate Documentation Management CDM SONGS Corporate Documentation Management CDM Drawing Control Review Controlled Document Processes Corporate Documentation Management CDM Documentation Control Quality Assurance Record Pro
8. purposes Knowledge of how to file sort and or locate documents drawings procedures records etc in accordance with alpha and alphanumeric filing procedures Knowledge of how to update and remove information from controlled and reference file locations and conduct audits of the same C Guidelines and Procedures for Document Services and User Organizations Includes knowledge of Document Services guidelines procedures and other user organizations procedures to prepare and process drawings documents records and procedures Knowledge of how to process drawings documents records and procedures including identifying information for entry on NDMS and verifying items for completeness accuracy e g pagination quality of reproductions etc and approvals 3 0309 D Leadership Interpersonal and Instructional Skills Knowledge of information gathering techniques and sources to provide oral and written direction instruction or training to Office Assistant 2s and or other internal customers on how to complete forms processes and or assignments projects and tasks Knowledge of how to prioritize work projects or tasks in order to meet deadlines and monitor the workload progress and training needs of Office Assistant 2s Knowledge and ability to conduct training for Office Assistant 2s or others as directed by supervision Knowledge of organizational policies procedures and practices in order to author i e create desk instructio
9. s You will only use the keyboard to enter your candidate ID and password You ll answer all questions by pressing a single button on the mouse Log in Screen You will be seated at a testing station When you are seated the computer will prompt you to enter the candidate ID and password you received in your invitation e mail You MUST have your candidate ID and password or you will be unable to take the test Once you have confirmed your identity by entering this information you will see a list of tests available to you Sample Tutorial Before you start your actual test a Sample Tutorial Test is provided to help you become familiar with the computer and the mouse From the list of exams that appear when you complete the log in you will select Sample Tutorial You will have up to 10 minutes to take the Sample Tutorial Test The time you spend on this Sample Test DOES NOT count toward your examination time Sample questions are included so that you may practice answering questions In the Sample Tutorial Test you will get feedback on your answers You will not receive feedback on your actual test Example During the test to answer each question you should move the mouse pointer over the circle radio button next to the answer of your choice and click the left mouse button The amount of time you have remaining to take the test will always be shown in the top left corner of the screen A sample is show below 1 When you begin the test
10. t your time e Pace yourself carefully to ensure that you will have enough time to complete all items and review your answers 1 0309 Read critically e Read all directions and questions carefully e Even though the first or second answer choice looks good be sure to read all the choices before selecting your answer e Choose the BEST of the available answers Make educated guesses e Make an educated guess if you do not know the answer or if you are unsure Of it Changing answers e If you need to change an answer be sure to erase your previous answer completely On the computer be sure that the new answer is selected instead of the old one Return to difficult e f particular questions seem difficult to questions understand make a note of them continue with the test and return to them later Double check mathematical e Use scratch paper to double check your calculations mathematical calculations Review e If time permits review your answers e Do the questions you skipped previously e Make sure each answer bubble is completely filled in Erase any stray marks on your answer sheet When testing on the computer make sure each question has a green dot next to the correct answer Remember the techniques described in this section are only suggestions You should follow the test taking methods that work best for you Additional strategies and test taking information can be obtained by purchasing the following book T
11. you can see the total time allowed for completion displayed at the top of the screen You can scroll up to see that information at any time during the test 2 In order to answer each question first read the question and determine the response that best answers the question Put the mouse pointer directly over the circle corresponding to that response EJ EDISON Time remaining 29 54 Sample Please select the best answer for each question below If you have any comments please record them on the Test Comments form given to you by the Test Administrator Good luck 1 of 13 Two resistors of 20 ohms each are connected in series The total resistance of the circuit is ohms a 10 b 20 c 30 Qt 40 3 While the pointer is over the circle corresponding to the best answer click the left mouse button 1 0309 Click the left button when the pointer icon is over your answer choice 4 The answer you selected should now have a green dot in the circle If you need to select an alternate answer simply move the pointer over that circle and click again EDISON INTERNATIONAL Time remaining 28 59 Sample Please select the best answer for each question below If you have any comments please record them on the Test Comments form given to you by the Test Administrator Good luck 1 of 13 Two resistors of 20 ohms each are connected in series The total resistance of the circuit is ohms a 10 b 20
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