Clerical Operations Tips and Tricks
The civil service exam clerical operations is part of the coverage of the sub-professional level only. Examinees are usually tested on the following skills: filing, spelling, and spotting errors.
Civil Service Exam Clerical Operations: Filing
For the purpose of this review, the alphabetical filing rules are sub-divided for easier and better presentation. There are various filing systems with different filing rules. Please note that the filing rules below may or may not be the same as the ones used in the civil service exam.
Civil Service Exam Clerical Operations: Names of Persons
Rule 1
Title + full name:
1st unit: last name
2nd unit: first name or initial
3rd unit: middle name or initial
4th unit: title (Mr., Ms., Mrs., Atty., Dr., Jr., III, et al.)
Example 1:
Atty. Samuel P. Hernandez
is filed as
Hernandez, Samuel P. Attorney
Unit 1
HERNANDEZ
Unit 2
SAMUEL
Unit 3
P
Unit 4
ATTORNEY
Example 2:
Garcia, Rowena
comes before
Gonzales, Alfred
Rule 2
Same last names: alphabetize the first name or initial
Example 1:
Mendiola, Michael
comes before
Mendiola, Patrick
Example 2:
Ramirez, F.
comes before
Ramirez, L.
Rule 3
Same last names + first name and initial start with the same letter:
1st: initial of first name
2nd: first name
Example:
Tuliao, J.
comes before
Tuliao, Jane
Rule 4
Same last + same first names:
1st: name without middle name or initial
2nd: name with middle name or initial
Example 1:
Benitez, Elena
comes before
Benitez, Elena H.
Example 2:
Lazarte, George
comes before
Lazarte, George Torres
Rule 5
Same last and first names + middle initial and middle name start with the same letter:
1st: name with middle initial
2nd: name with middle name
Example:
Villacorta, Shiella D.
comes before
Villacorta, Shiella David
Rule 6
Title + first or last name: file as written
Example:
Princess Diana is filed as Princess Diana
Rule 7
Title + last name: file as written
Example:
Father Sicat is filed as Father Sicat
Rule 8
Apostrophes are not considered.
Example:
Obama, Elliot
comes before
O’hara, Philip (O’hara is filed as Ohara)
Rule 9
Prefixes in the last names are considered separate words.
Example 1:
De Silva, Joshua
comes before
Salinas, Mary
Example 2:
De Lima, Jake
comes before
Fajardo, Lolit
Rule 10
Hyphenated and compound last names are considered as one.
Example 1:
Martinez-Policarpio, Casey (Martinez-Policarpio is filed as MartinezPolicarpio)
comes before
Perez, Franklin
Example 2:
Sorrento-Venecia, Jenny (Soriano-Venecia is filed as SorianoVenecia)
comes before
Sorrentos, Ben
Rule 11
Spell out abbreviations.
Example:
Dexter St. Marc
becomes
Saint Marc, Dexter
Rule 12
Uppercase and lowercase are treated similarly.
Example:
Mcdowell
is considered the same as
McDowell
Civil Service Exam Clerical Operations: Names of Businesses
Rule 1
File as written (except if it contains the name of a person)
Example 1:
Mayfield Appliance Repair Center
is filed as
Mayfield Appliance Repair Center
Example 2:
Asia Pacific Inventions and Technologies, Inc.
is filed as
Asia Pacific Inventions and Technologies, Inc.
Rule 2
Business name contains a person’s name: apply filing rules for names of persons
Example 1:
Josefina S. Soriano Memorial Hospital
is filed as
Soriano, Josefina S. Memorial Hospital
Example 2:
King Harrod Manufacturing Company
is filed as
King Harrod Manufacturing Company
Rule 3
Apostrophes are not considered.
Example:
Sarah Experiments and Designs
comes before
Sara’s Discoveries and Inventions (filed as Saras Discoveries and Inventions)
Rule 4
Hyphenated names are considered as one.
Example:
Skip-and-Play Daycare Center (filed as SkipandPlay Daycare Center)
comes before
Skipper’s Quirky Kitchen
Rule 5
Small words (the, of, and) are not considered.
Example 1:
The Amazing Store
becomes
Amazing Store, The
Example 2:
The Amazing Store (filed as Amazing Store, The)
comes before
Anastasia’s Merchandise (filed as Anastasias Merchandise)
Rule 6
Spell out numerals.
Example 1:
51st Avenue Coffee Shop
becomes
FiftyFirst Avenue Coffee Shop
Example 2:
51st Avenue Coffee Shop (filed as FiftyFirst Avenue Coffee Shop)
comes before
Forsyth’s Cakes and Creations (filed as Forsyths Cakes and Creations)
Rule 7
Businesses have the same names: file according to location
Example:
Pennington Crafts, Angeles City
comes before
Pennington Crafts, Pasig City
Rule 8
Spell out abbreviations.
Example:
Goldnine Rose Co.
is filed as
Goldnine Rose Company
Rule 9
Government departments: file according to purpose
Example:
Finance, Department of
comes before
Public Works and Highways, Department of
Civil Service Exam Clerical Operations: Spelling
Spelling is one of the things that you may be tested for the civil service exam clerical operations. Familiarize yourself with the commonly misspelled words by taking the free practice tests provided.
Civil Service Exam Clerical Operations: Spotting Errors
To further test your clerical ability, you may be given an entry which you must proofread for typographical and spelling errors. You have to pay close attention to each and every detail in answering these types of questions.
Civil Service Exam Clerical Operations: Sources
Kaplan Civil Service Exams, 2nd ed., 2008.
Barron’s Civil Service Clerical Exams, 6th ed., 2010.
Turlington, Shannon R., Master the Civil Service Exams, 4th ed., 2009.
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