Examination materials

The general range of questions for the secretary's three-level skills

1. The range of situational questions for the secretary's three-level skills is:

1, signing ceremony

2, guiding meeting

3, business trip

4, work plan

5, market research report

. Nine items of preparatory work should be written in full; Four types of people attending the ceremony should point out; The seven steps of the ceremony should be written in full.

3, information conference, 8 items of preparation work should be written completely

4, work plan

5, office supplies procurement

6, office consumables inventory

7, office environment management

8, newspaper clippings in information development. To write the definition, characteristics, advantages and disadvantages and steps

9. Information writing. Write down the definition, requirements, steps and types

Common sense of daily use of fax machines

1. Use environment

The fax machine should be protected from direct sunlight, thermal radiation, strong magnetic field, humid and dusty environment or close to air conditioners, heaters and other places that are easy to be splashed by water. At the same time, water or chemical liquid should be prevented from flowing into the fax machine to avoid damaging electronic circuits and devices. For safety, in case of lightning and thunderstorm, the fax machine should be suspended and the power supply and telephone line should be unplugged to avoid damage to the fax machine caused by lightning.

II. Placement position

The fax machine should be placed on the indoor platform, and the left and right sides should keep a certain space distance from other articles to avoid interference and ventilation. Please keep a distance of 31 cm in front and back to facilitate the output operation of the manuscript and recording paper.

Third, don't turn the machine on and off frequently

Because every time the machine is turned on and off, the electronic components of the fax machine will change hot and cold, and frequent hot and cold changes will easily lead to premature aging of the components in the machine, and the impact current of each turn-on will also shorten the service life of the fax machine.

Fourth, try to use standard fax paper

Please refer to the fax machine manual and use the recommended fax paper. The smoothness of inferior fax paper is not enough, which will cause wear to thermal recording head and paper feeding roller when used. The unreasonable formula of chemical dyes on recording paper will lead to poor printing quality and shorter storage time. And the recording paper should not be exposed to sunlight or ultraviolet rays for a long time, so as to avoid the fading of the recording paper? Cause the copied or received documents to be unclear.

5. Don't open the paper closing compartment cover during printing

Please don't open the paper closing compartment cover on the paper roll during printing. If it is really necessary, you must press the stop button first to avoid danger. At the same time, the action of opening or closing the paper-closing hatch cover should not be too fierce. Because the thermal recording head of fax machine is mostly installed under the paper hatch cover, when the paper hatch cover is closed, the action is too fierce, which will deform the paper hatch cover lightly and cause the thermal recording head to crack and damage.

VI. Regular cleaning

Always use a soft dry cloth to clean the fax machine and keep the outside of the fax machine clean. For the inside of the fax machine, apart from opening the closing compartment cover every six months and wiping the print head with clean and soft cloth or gauze soaked with alcohol, there are also parts such as rollers and scanners that need to be cleaned and maintained. Because after a period of use, dust will gradually accumulate on the original roller and scanner, and it is best to clean and maintain it once every six months. When wiping the manuscript drum, you must also use a clean soft cloth or gauze soaked with alcohol. Be careful not to drip alcohol into the machine. The parts of the scanner, such as CCD or CIS and thermal recording head, are more troublesome, because this part is inside the fax machine, so it needs the help of tools. Generally speaking, there will be a cleaning tool. After being stained with alcohol, it will be sent to the fax machine through the paper feed port, and the dust on the scanner glass can be cleaned when copying. Never wipe it directly by hand or with dirty cloth or paper.

some examples

background description: you are zhong Miao, the administrative secretary of Guanghua company. here are some tasks that Su Ming, the administrative manager, needs you to complete.

I. Notes

Zhong Miao:

Five people, including the Deputy General Manager of Jiangsu Ocean Shipping Company, will visit our company from September 25th to 28th. Please make the reception plan and arrangement according to the company's practice. After the plan is formed, submit it to me for review, and then submit it to the relevant departments for approval.

thank you.

Su Ming, executive manager

October 21, 2113

Reference answer:

1. Explain three contents of the reception plan:

(1) reception specifications

(2) schedule

(3) expenditure of funds

2. Personnel arrangement should be clearly stated in the plan. Main escorts

(2) main staff

(3) accommodation place, standard and number of rooms

(4) time, place and standard of banquet, number of people

(5) meeting place, number of people, participants

3. schedule:

(1) Accompanying personnel

4. Reception expenses plan (expenses):

(1) Working expenses

(2) Catering expenses

(3) Accommodation expenses

(4) Transportation expenses

(5) Visiting expenses

(6) Other unforeseen expenses

II. Memorandum

from: Su Ming, the administrative manager

to: Zhong Miao, the secretary

Date: 2113.11.21

Content: The development department established by the company has five employees going on a business trip recently. Please help the development department to list the application fees and reimbursement settlement procedures of our company's business trip, and I will give them a reference after reading it.

Reference answer:

The steps of our company's business trip application fee and reimbursement settlement are as follows:

1. The applicant submits the fee application report or fills in the fee application form, detailing the personnel, time, purpose and amount of funds needed and signing it in person.

2. The report or form must be reviewed and approved by the authorized person determined by the organization and signed for approval.

3. In one case, the approved expense application report or expense application form is submitted to the financial department for a check or cash loan; In one case, the applicant pays in advance to complete the business work.

4. In business, whether you use cheque or cash, you should ask the other party for the corresponding invoice, and the time, items and expenses filled in should be consistent with the actual use of the user.

5. When the business work is finished, the applicant should attach the invoice to? Travel expense report? Later, and personally sign it and submit it to the cashier department, which will settle the cash amount and expenditure previously received. If it is paid by the applicant first, before submitting the bill and? Reimbursement form After that, the cash can be returned.

6. If the planned expenses are insufficient during the actual business work and need to be exceeded, it should be reported to the relevant leaders in advance, and the excess can only be reimbursed after obtaining permission and approval.

III. Post-it notes

Zhong Miao:

Some employees don't know much about the information storage process, and often put the information materials formed in the company's activities into the filing cabinet without registering and coding the information. In order to make the company's information storage standard and reasonable, please write a written material about information registration and coding, and you will introduce it to the staff next Wednesday afternoon.

Su Ming, executive manager

October 21, 2113

Reference answer:

1. Registration:

(1) The meaning of registration: registration is to establish a complete record of information.

(2) There are two types of registration:

① General registration, which classifies the stored information by batch

② Individual registration, and registration one by one according to the information storage order

(3) There are two types of registration: card registration and book registration.

2. coding:

(1) coding requirements; The coding structure should show the composition and relationship of information.

(2) coding step; Analyze all pre-programmed information; Choose the best coding method; Determine the number of digits

(3) Two coding methods:

① Sequential coding method: coding according to the sequence of information occurrence or unified standard

② Grouping coding method: using decimal Arabic numerals to classify the large and small categories of information according to subsequent digits.

4. Multiple choice questions

1. Example: Does a company need 2 packs of A4 copy paper every day? The supplier needs 4 days from ordering to delivery, and the minimum inventory is 11 packs, so the reorder quantity of A4 copy paper of this company should be () packs. (selected from the single choice question 67 of the Secretary's Test Paper (Computer Test) of Level 4 in October 2116)

Package A.14, Package B.18

Package C.22, Package D.26

Analysis: Available calculation method. According to the reorder quantity formula: daily reorder quantity (reorder quantity)? Delivery time+minimum inventory. Answer b is correct.

2. Example: After the meeting documents are reviewed and revised, the final review shall be conducted by (). (Selected from Item 47 of Secretary Level 3 Examination Paper (written test) in October, 2116)

A. Secretary in charge B. Principal leader or leader in charge

C. Principal leader or leader in charge D. Office director

Analysis: Common sense method can be used. In China's political system, can decide? Call a meeting? And? Final review? Only the person in charge of the unit, except? Main leader or competent leader? Outside, others have no such power. The answer is B.

3. When the boss decides to visit, the secretary should make full preparations before leaving, including () and other preparations. (selected from the 64th multiple-choice question in the examination paper (written test) of Secretary II in October, 2116)

A. Thought, organization, matter and data B. Thought, matter and data

C. Environment, organization, matter and data D. Matter and data

Analysis: Logical connection method can be used. The boss should make various preparations for his visit, and most candidates choose item B. In fact, the secretary has to do a lot of things for her boss to visit, from making a visit plan to making a visit plan. Needle thread brain? Think carefully. Answer A is the correct answer.

5. Multiple choice questions

1. The factors that affect the reception specifications are (). (selected from the multiple-choice question 96 of the secretary's examination paper (written test) of CET-4 in October, 2116)

A. The other party's requirements

B. The relationship between the other party and us

C. Sudden changes

D. The last reception standard

Analysis: examples can be used. For example, item A, the other party's request may be unreasonable, obviously this item was denied; For example, if the other party's visit is of great importance or we really want to develop relations with the other party, and then assume that it is a superior-subordinate relationship, it is often received with high standards; For example, in item C, suppose the general manager suddenly receives a notice of an emergency meeting, and he can appoint others to complete the reception work, which reduces the reception specifications, but it is also normal; For example, in item D, it is normal to assume that the deputy manager of a pharmaceutical company receives the drug salesman of a pharmaceutical factory. In this hypothetical example, the answer is BCD.

2. Before determining the meeting accommodation place, the equipment in () should be randomly selected. (selected from the multiple-choice question 87 of the secretary's examination paper (written test) of Level 4 in October 2116)

A. A business room

B. A double room

C. A single room

D. A suite

Analysis: word analysis and interpretation can be used. Can you catch the middle of the question? Where to stay for the meeting? To make a choice. Item a can't be used as? Accommodation? For use, other options are related to? Accommodation? Closely related, the answer is BCD. This question can also be used by analogy. The BCD option is? Accommodation? Class, item a is not.

3. Example: You can use () to fill in the letter of introduction. (selected from the multiple-choice question 112 of the secretary's examination paper (computer test) of Level 4 in October 2116)

A. Brush

B. Pen

C. Ballpoint pen

D. Pencil

Analysis: the empirical method can be used. It is not difficult for candidates who have a little life and work experience to do this question. Even if they don't memorize these skills, they can find the right answer according to their ordinary life experience. Item AB is the correct answer.

4. For example, in multilateral business activities, people often adopt the protocol order: in Latin alphabetical order of the names of the countries or regions where the guests are located (). (Selected from the multiple-choice question 97 of the secretary's examination paper (written test) of Level 3 in October, 2116)

A. In order of check-in time

B. In order of guest status

C. In order of distance from the host

D. Without arrangement, sit casually

Analysis: The comprehensive crossover method can be used. Use logical analysis first. If item C obviously does not conform to factual logic, it should be excluded. Item d is a common method of protocol order. The answer is ABD.

Supplementary explanation

Examination time

In the first half of 2116, the examination time for secretary qualification was July 2nd. The specific time is as follows:

18: 31 ~ 11: 11 theoretical knowledge test

11: 31 ~ 12: 31 professional ability test

14: 11 ~ 15: 31 foreign secretary English test

comprehensive evaluation time is determined by the provincial appraisal center

examination subjects

The secretary exam is divided into two courses. The theoretical examination is all objective questions, covering: professional ethics and basic business, and the examination time is 1.5 hours. The practical examination is all subjective questions, including job requirements and case analysis. The examination time is 2 hours. The case analysis part plays video; Foreign-related secretary candidates take foreign language exams, including selection, filling in the blanks, translation, writing and other questions.