Administrative Track 101 Review

Daily Jobs

100

What is Sanitation? 

is the application of heat or chemicals to a properly cleaned (and thoroughly rinsed) food-contact surface, yielding a 99.999% reduction of germs.

200

What is the difference between the green sanitizer bucket and the red sanitizer bucket?

The green bucket is used for the cleaner or detergent, the red bucket is used for the sanitizer.

300

What are the steps for our Trash Routine?

1. Double-check to make sure you have the Dumpster Key in your possession.

2. Check to see if the trash cans in the area are full.

• If trash is under halfway full, it can be ignored for now.

3. Properly tie the trash bag closed and ensure it is secure before moving the bag.

4. Lift the bag out of the trash can, and place it into the trash gondola.

5. Immediately place a new, clean bag into the now empty trash can. Secure it properly.

6. Repeat for all trash cans in the area.

7. Once all trash cans have been emptied or the gondola is full, take the gondola to the dumpsters for deposit.

8. Unlock the dumpster gate, and place the lock in an easily visible area that is also secure while the gate is open.

9. Place all trash in the appropriate dumpster.

10. The recycling dumpster is, as it stands, reserved entirely for cardboard. ANYTHING ELSE should be placed in the trash dumpster.

11. Once the gondola has been emptied, close the dumpster gates and ensure the lock is secure in its place.

12. Return the gondola to its appropriate spot.

400

What are the steps to our sweeping routine?

Sweeping:

• Drag the head of the broom along the ground using short, deliberate strokes. 
  • Hold the broom in both hands, with one hand at the top and the other near the middle, and move it from the outside of your body inward. 
• Start at the room's edges and work your way toward the center. 
  • Draw the debris away from the baseboards and out into the open, where you can shape it into a small pile that will be easy to collect later. 
• Pause periodically to clean your broom. 
  • Items like hair, lint, and dust bunnies have a tendency to get caught in broom bristles. 
• Sweep the pile you've been forming into your dustpan for disposal. 
  • Once you've gone around the edges of the room, turn your attention towards coaxing the accumulated debris into your dustpan. 
• Use the "drawbridge" technique to deal with dustpan lines. 
  • Sometimes after sweeping a pile of debris into your dustpan, you'll notice a thin line of dust left behind at the front edge. When this happens, raise the handle up at a steep angle while keeping the lip pressed firmly into the floor. 

500

Why is greeting important? 

To welcome the guests/customers

Daily Jobs

100

What are the steps to our dusting routine?

Gather Your Supplies:

• A duster (microfiber, lambswool, or a clean, lint-free cloth)
• A step stool or ladder (if needed to reach high places)
• A vacuum cleaner

Preparation:

• Ensure the room is well-lit so you can see the dust clearly.
• If you're using a duster, shake it out to remove any loose dust and debris from the previous use.

Work from Top to Bottom:

• Start dusting at the highest point in the room, such as shelves, light fixtures, or ceiling fans, and work your way down. This way, any dust that falls will be cleaned up as you progress.

Horizontal Surfaces:

• Use your duster or a clean, dry cloth to dust flat, horizontal surfaces like tabletops, countertops, and shelves. Wipe in a sweeping motion, moving from one end to the other.
• For heavily soiled or greasy surfaces, you can lightly dampen the cloth with water or an appropriate cleaner, but make sure to dry the surface thoroughly afterward.

Vertical Surfaces:

• Dust vertical surfaces, such as walls, cabinet doors, and appliances. Again, start from the top and work your way down.

Electronics and Screens:

• Use a microfiber cloth to gently wipe dust from electronic devices, screens, and delicate surfaces. Avoid using liquid cleaners directly on these items; if necessary, lightly dampen the cloth.

Crevices and Nooks:

• Dust corners, crevices, and intricate details using a small brush (e.g., a paintbrush). This is especially useful for window sills, ornate decorations, and tight spaces where a cloth can't reach easily.

Baseboards:

• Dust the baseboards and molding at the bottom of the walls using your duster or cloth.

Floor Cleaning:

• After dusting higher surfaces, you may notice dust on the floor. Use a vacuum cleaner with a brush attachment or a broom to remove the dust from the floor.
• Replace or Clean Filters: If you're using a vacuum cleaner with a filter, check and clean or replace the filter as needed to maintain its efficiency.

Empty Dusting Tools: 

• Empty or wash your dusting tools, like dusters or microfiber cloths, after use to prevent dust from settling back onto surfaces.

200

What are the steps to gathering folders?

Gather the HIPsters folders

Pass out the HIPsters folders

At the end of class, gather the HIPsters folders

300

What are the steps to vacuuming?

1. Retrieve the vacuum out of the janitor closet in the yellow hallway. 

2. Check the vacuum bag before use. If you need a new bag, let the facility team know. 

3. Take the vacuum to the area you will be vacuuming. 

4. Plug in the vacuum cord safely to the wall outlet near your work area. 

5. Make sure as you vacuum, no one is walking over the vacuum card for safety reasons. 

6. Turn on the power switch located on top of the vacuum body. 

7. Move the vacuum in a back-and-forth motion until the flooring is clean. 

8. Once finished wrap the cord back onto the vacuum hanger.  

9. Store the vacuum back in the janitor closet in the yellow hallway. 

400

Why is it beneficial to have a clocking-in and out supervisor? 

To help assist and remind other HIPsters to do this daily, they are used to the process when they get a job.

500

What are the steps to sorting/delivering mail?

Collect the mail from the cart

Separate mail by HIPster name

Take mail to the mailbox and put in the correct mailbox

Return mail cart

Fact Sheets

100

How do you make a call using a desk phone?

• To make a call, pick up the handset or press the speakerphone button if available.
• Dial the phone number using the numeric keypad. Include any necessary area codes or extensions.

200

How do you mute a call?

Use the mute button to temporarily turn off the microphone during a call. This can be useful when you need to have a private conversation or when background noise is present.

300

What is a phone standard greeting? 

"Thank you for calling [Your Company Name]. This is [Your Name]. How may I assist you today?"

400

Where is the power on/off button on the computer? 

Allow the HIPsters to show you on the teacher's computer. 

500

What does copy and paste mean when using the computer? 

Copies one item and pastes to somewhere else

Fact Sheets

100

What are the steps to shutting down a computer?

Save your work:

Ensure that all your open files and applications are saved.

Close open applications:

Close any open programs or applications.

Click on the Start menu:

In the bottom-left corner of your screen, click the "Start" button.

Click on the Power icon:

Within the Start menu, click on the power icon. It's usually represented by a circle with a vertical line.

Select "Shut down":

A menu will appear with options like Shut down, Restart, Sleep, etc. Click on "Shut down."

200

How do you sanitize the computer? 

Power Off and Unplug:

• Shut down your computer completely and unplug it from the electrical outlet. This ensures your safety during the cleaning process.

Gather Cleaning Supplies:

• Soft, lint-free microfiber cloths
• Isopropyl alcohol (at least 70% concentration)

Exterior Cleaning:

• Wipe down the exterior of the computer case with a microfiber cloth. If there are stubborn spots, dampen the cloth slightly with isopropyl alcohol.

Keyboard and Mouse:

• If you have a wired keyboard and mouse, unplug them from the computer.
• Wipe the keyboard and mouse with a microfiber cloth dampened with isopropyl alcohol.

Monitor:

• Turn off the monitor and unplug it.
• Wipe the monitor screen gently with a microfiber cloth. If needed, dampen the cloth slightly with isopropyl alcohol. Avoid using glass cleaners, as they can damage anti-glare coatings.

300

What are the 5 different email applications? 

Microsoft, apple, gmail, yahoo, and AOL

400

What are the first 3 steps to filing?

Gather Materials:

• Collect the documents or papers that need to be filed. Ensure they are organized and sorted appropriately.

Organize Documents:

• Determine the filing system or method to be used (e.g., alphabetical, numerical, chronological).
• Create categories or folders for different types of documents, if applicable.

Label Folders or Containers:

• Use clear and descriptive labels for folders, boxes, or other storage containers.
• Include relevant information such as the contents, date, and any other identifying details.

500

What are the first 3 steps to record management? 

Create a Record Retention Policy:

• Develop a policy that outlines how long different types of records should be kept and when they can be disposed of.

Identify and Classify Records:

• Identify the types of records your organization produces and classify them based on their importance, sensitivity, and retention requirements.

Create a Filing System:

• Establish a filing system that organizes records in a logical and consistent manner. Use labels and indexes to make it easy to locate and retrieve records.

Fact Sheets

100

What is Mail?

First-class mail is a type of mail service that provides fast delivery for letters and small packages. It is typically the most affordable option for sending items that do not require expedited delivery.

200

What is the Postal Reorganization Act? 

This law, enacted in 1970, established the USPS as an independent federal government agency and outlined its mission and responsibilities.

300

What are Customer Service Skills?

Communication: Strong verbal and written communication skills are essential for effectively conveying information and understanding customer needs.

Professionalism: Maintaining a professional demeanor and appearance when interacting with customers and colleagues.

Empathy: Understanding and empathizing with customers' concerns and demonstrating a willingness to help.

Problem-Solving: Ability to identify issues, evaluate options, and implement solutions to meet customer needs.

Patience: Remaining calm and patient, especially when dealing with difficult or frustrated customers.

Listening: Listening to customers to understand their needs and concerns before assisting.

Teamwork: Collaborating with colleagues and other departments to ensure a seamless customer experience.

Positive Attitude: Maintaining a positive and helpful attitude, even in challenging situations, to create a positive customer experience.

Problem Prevention: Anticipating potential issues and proactively preventing customer dissatisfaction.

Follow-Up: Follow up with customers to ensure their needs have been met and provide additional assistance if necessary.