Clerical and administrative CVs often look alike. A clerical test gives you one consistent measure of the thing that separates good office support staff from the rest: doing routine detail work quickly without mistakes.
This guide covers what a clerical test contains, which public employers publish theirs, how to choose and run one fairly, and what to tell candidates so they can prepare. It is written for recruiters, TA leads and hiring managers as of 2026.
What is a clerical test?
A clerical test is a timed pre-employment assessment of the abilities that clerical work uses every day: checking details, putting records in order, applying codes, doing simple sums and writing accurately. Most are multiple choice, and most reward both speed and accuracy.
You will see two names for it:
- Clerical aptitude test. Measures underlying ability, such as perceptual speed and the ability to apply a coding rule, with tasks that need no prior office experience.
- Clerical skills test for employment. Measures learned skills, such as typing speed, ten-key data entry, spelling and software use.
Many employers combine the two. The US Postal Service, for example, lists a Clerical Battery alongside separate typing and basic computer skills exams.
What does a clerical test cover?
Most clerical tests draw on the same five or six task types. The table shows each one and what it tells you about a candidate.
| Section | What the candidate does | What it predicts on the job |
|---|---|---|
| Checking (comparison) | Decides whether two strings of numbers, letters or symbols are the same or different | Catching errors in invoices, records and data entry |
| Filing (alphabetising) | Puts names or items in the correct order | Accurate filing and retrieval |
| Coding | Looks up an item in a table and selects its code | Classifying records, applying account or case codes |
| Computation | Adds, subtracts, multiplies and divides, including decimals, fractions and percentages | Totals, balances and simple reconciliations |
| Word problems and record keeping | Reads a table or scenario and works out an answer | Summarising data, scheduling, running balances |
| Spelling and proofreading | Finds misspelt words or errors in spelling, punctuation, capitalisation or grammar | Accurate letters, emails and records |
| Typing and ten-key (skills tests) | Types or enters numbers against the clock | Volume data entry |
Here is how three published public-sector tests map to those sections.
New York State Entry-Level Clerical Series. The New York State Department of Civil Service publishes a test guide for this multiple-choice series. It lists five subject areas: spelling, alphabetising, record keeping, operations with letters and numbers (alphabetising, comparing, checking and counting), and using a directory, which means updating a phone directory and answering callers' questions from it. The guide gives an overall time allowance of three hours, and each exam announcement states which areas are included. Every exam in the series includes operations with letters and numbers. The state also publishes separate guides for its account clerk series.
PG&E Clerical Test Battery. Pacific Gas and Electric Company uses its Clerical/Meter Reader Test Battery for clerical and meter reader jobs. Its preparation guide describes one session of about an hour with five timed parts: computation (5 minutes), language skills through proofreading (5 minutes), problem solving with word problems (10 minutes), coding (5 minutes), and visual speed and accuracy, where candidates mark pairs as the same or different (5 minutes). PG&E says the battery has been professionally validated for job relatedness.
USPS Clerical Battery. The US Postal Service lists its Clerical Battery as exams 710, 720, 725 and 730, used for clerk, secretary and assistant jobs. USPS says it measures clerical abilities such as sequencing, comparisons, spelling and maths, and it runs separate typing (712 and 713) and basic computer skills (718) exams. All three employers publish their material on their own careers pages, linked in the FAQ below.
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Which employers use clerical tests?
Public employers are the easiest users to see, because many publish how they test. New York State, the US Postal Service and PG&E all publish clerical test descriptions, as shown above. Private employers may use clerical sections from commercial test publishers, and few say publicly which ones.
On the vendor side, Criteria's skills library is one example of what is available: a Criteria Basic Skills Test covering maths, verbal and communication ability, plus typing, ten-key, computer literacy and Microsoft Excel and Word tests. Other assessment platforms offer similar libraries; check each vendor's site for content and pricing.
Is a clerical test the right assessment for your role?
Use a clerical test when accuracy on routine detail is a real, daily part of the job. It suits data entry clerks, records and filing clerks, accounts clerks, mail and post room staff, receptionists who maintain records, and entry-level administrative assistants.
It is less useful for roles where judgement, writing or stakeholder management matter more than speed on routine tasks. An office manager or executive assistant spends more time prioritising and communicating than checking number strings. For those roles, a work sample tells you more. Our guide to assessing administration skills covers what to test instead.
| Role | Clerical test sections worth using | Add |
|---|---|---|
| Data entry clerk | Checking, coding, ten-key, typing | A short live data entry task (data entry and typing tests) |
| Accounts or audit clerk | Computation, record keeping, checking | A small reconciliation exercise |
| Records or filing clerk | Filing, coding, checking | Retrieval from a sample file |
| Receptionist or front desk | Spelling, directory use, checking | A call or message-taking role-play |
| Administrative assistant | Spelling and proofreading, computation | An inbox or scheduling exercise |
How do you run a clerical test fairly?
Test only what the job uses, give every candidate the same conditions, and check the results for adverse impact. That protects you legally and makes the scores more meaningful.
- Start from the job. List the routine tasks a new hire does in the first month. Keep only the test sections that match them. A receptionist who never codes records should not be screened on coding.
- Use validated material. The US Equal Employment Opportunity Commission (EEOC) says a test that disproportionately screens out a protected group must be "job-related and consistent with business necessity". It also advises validating a test for the specific job, even when the vendor supplies validity evidence. PG&E's statement that its battery was validated for job relatedness is the kind of evidence to ask a vendor for.
- Offer accommodations. The EEOC says the ADA requires reasonable accommodation in how a test is given, unless it would cause undue hardship. Tell every candidate how to ask for an accommodation, such as extra time or another format.
- Set a cut score from the job, not the curve. Decide what level of accuracy the work needs. Do not pick the top scorers by default when several candidates all clear the bar.
- Monitor outcomes. Compare pass rates across groups. The EEOC advises looking for an equally effective alternative with less adverse impact if one group is screened out.
- Combine with other evidence. Use the test as one input with a work sample and a structured interview, rather than as the only filter.
This section is a plain-English explainer of published guidance, not legal advice. If you use automated scoring or AI in screening, check the rules where you hire; our overview of AI hiring laws in 2026 covers the main ones.
How should you score and interpret a clerical test?
Read accuracy and speed separately. A candidate who finishes every item with several errors is a different risk from one who answers fewer items with none. For checking and coding work, accuracy usually matters more.
Look at sections, not just the total. A strong computation score with a weak spelling score points you to different roles than the reverse. Our guides on assessing attention to detail, numerical reasoning and verbal reasoning explain what each sub-skill looks like at work.
Watch the timing. Clerical tests are timed on purpose, so a change in time limits can change what the scores mean. Keep conditions identical for every candidate, and record any accommodation given.
How can candidates prepare for a clerical test?
Candidates prepare best by learning each section's format in advance and practising under time pressure. Most public employers make this easy by publishing guides with sample questions.
What to tell candidates:
- Read the official guide. New York State, PG&E and USPS all publish descriptions or preparation material. Commercial tests usually come with a sample page.
- Practise checking. Compare number strings carefully. Small differences matter: PG&E's guide marks 72.10 and 72,10 as different because one uses a comma.
- Practise filing order. Alphabetise names by surname, then first name.
- Refresh arithmetic. Decimals, fractions and percentages without a calculator, unless the employer says one is allowed. PG&E allows only scratch paper and a pencil or pen during its online tests.
- Balance speed and accuracy. Work steadily and do not linger on one hard item.
- Ask for accommodations early. PG&E explains how to request one in its invitation email and suggests including documentation from a health care provider.
- Never pay for an exam. USPS states it never charges a fee for exams or applications.
Candidates who want to practise realistic office tasks, rather than only multiple-choice items, can try job simulations free on Cohesyve's candidate app.
Where does a clerical test fit with other assessments?
A clerical test is a good first filter for high-volume admin hiring, because it is quick to score and easy to explain. It does not show how someone handles a full inbox, a difficult caller or competing priorities. A short work sample covers that gap. Our guide to pre-employment assessments for non-technical roles shows how to combine the two, and our attention to detail assessment page gives a ready-made starting point.
Cohesyve takes the next step for teams that want the whole first stage handled. You give it a job description; it sources candidates, runs the outreach, puts them through AI job simulations of the real work, and returns a ranked shortlist. Plans are a subscription from $199 a month billed annually, and new accounts get 10 free candidates.
Frequently asked questions
What is on a clerical aptitude test? Usually checking (same or different comparisons), alphabetical filing, coding, basic computation and spelling or proofreading. Some add record keeping or directory tasks, as the New York State Entry-Level Clerical Series does.
How long is a clerical test? It depends on the employer. PG&E's battery takes about an hour in one session. New York State gives an overall time allowance of three hours for its Entry-Level Clerical Series. Check the employer's guide or exam announcement.
Is a clerical test the same as a typing test? No. A typing test measures typing speed and accuracy only. A clerical test measures a wider set of office tasks. USPS, for example, runs its typing exams (712 and 713) separately from its Clerical Battery.
Can a candidate use a calculator? Only if the employer allows one. PG&E's online tests allow only scratch paper and a pencil or pen.
Can candidates retake a clerical test? Rules vary. PG&E requires at least 90 calendar days between attempts. USPS lets candidates retest on or after their Retest Eligibility Date, but not for the same job posting.
Where can candidates find official practice material? From the employer: the New York State test guides, PG&E's pre-employment testing page and the USPS exams page.
Are clerical tests legal to use? Yes, when they are job-related and given consistently. In the US, the EEOC's guidance on employment tests explains the obligations under Title VII, the ADA and the ADEA.