Top 20 Interview Questions & Answers for Steno & Office Assistant Roles – 2025

Preparing for an interview for a steno or office assistant role? This list of interview questions and answers will help you demonstrate your skills, experience, and suitability for the job. These questions cover a range of areas including organization, communication, multitasking, and attention to detail.

General Questions

• 1. Tell us about your previous experience as a steno or office assistant.
  As an experienced steno and office assistant, I have been responsible for a variety of administrative tasks such as managing appointments, drafting documents, transcribing notes, and organizing files. In my previous role, I also assisted with event planning, bookkeeping, and client communication.
• 2. How do you prioritize tasks and manage your workload?
  I prioritize tasks based on their urgency and importance. I make a to-do list and schedule my time accordingly, using time management techniques such as the Pomodoro method. I also communicate with my supervisor to ensure that I am meeting expectations and deadlines.
• 3. How do you handle multiple tasks at once?
  I am skilled at multitasking and have developed efficient methods to handle multiple tasks at once. I prioritize tasks, set realistic deadlines, and focus on one task at a time. I also use technology such as task management apps to help me stay organized and on top of my workload.
• 4. Describe your experience with office software and equipment.
  I am proficient in using Microsoft Office Suite, including Word, Excel, and PowerPoint. I also have experience with office equipment such as copiers, printers, and scanners. I am a quick learner and adapt easily to new software and equipment.
• 5. How do you maintain confidentiality in the workplace?
  Confidentiality is important to me, and I understand the importance of maintaining privacy in the workplace. I follow company policies and procedures, and I only share information with those who have the necessary clearance. I am also diligent about keeping information secure and only accessing it when necessary.

Behavioral Questions

• 6. Tell us about a time when you had to handle a difficult situation at work.
  In my previous role, I had a client who was not satisfied with our services and demanded a refund. I remained calm and listened to their concerns, empathized with their situation, and offered a solution that would meet their needs. I also communicated with my supervisor and collaborated with my colleagues to ensure that the situation was resolved satisfactorily.
• 7. How do you handle conflicts or disagreements with coworkers?
  I am a team player and always strive to maintain positive and productive working relationships. If I have a disagreement with a coworker, I would first try to communicate and find a compromise. If that was not possible, I would bring the issue to our supervisor for guidance on how to resolve the conflict peacefully.
• 8. Tell us about a time when you had to prioritize a project with a tight deadline.
  In my previous role, I had a project that needed to be completed within a tight deadline. I assessed the tasks, prioritized them based on their importance, and worked efficiently to meet the deadline. I also communicated with my supervisor to keep them updated on my progress and any potential challenges I might face.
• 9. How do you handle stress and pressure in the workplace?
  I am well-practiced in managing stress and pressure in the workplace. I take breaks when necessary, use methods such as deep breathing and mindfulness, and seek support from my supervisor or colleagues when needed. I also have a positive attitude and focus on finding solutions rather than getting overwhelmed by challenges.
• 10. Tell us about a time when you had to adapt to a new process or procedure.
  In my current role, we recently implemented a new software system for managing appointments. I took the initiative to learn the new system quickly, asked for assistance from my colleagues when needed, and provided feedback to our IT department on any issues or improvements. This helped our team seamlessly transition to the new process.

Situational Questions

• 11. What would you do if a client came in with an urgent request while you were already working on a project?
  I would first finish the task I was working on, unless the client's request was a higher priority. I would then communicate with my supervisor to see if there were any resources available to assist with the urgent request. If not, I would inform the client of the estimated time it would take for me to complete their request and keep them updated on my progress.
• 12. How would you handle a situation where a coworker asked you to cover for them at work?
  If I did not have any conflicting priorities, I would gladly assist my coworker. However, if I already had responsibilities that could not be postponed, I would communicate this to my coworker and offer to help them find alternative solutions or support them in their work when I had the opportunity.
• 13. What would you do if a client was unhappy with the service they received?
  First, I would listen to their concerns and apologize for any inconvenience they experienced. I would then gather all the necessary information and communicate with my supervisor to find a solution that would meet the client's needs and address their concerns. I would also follow up with the client to ensure their satisfaction.
• 14. How would you handle a situation where you made a mistake on an important document?
  I would immediately inform my supervisor and take responsibility for my mistake. I would then work to rectify the error and ensure that it did not happen again in the future. I would also communicate with anyone else who may have been affected by the mistake and apologize if necessary.
• 15. What would you do if you noticed a coworker was not following company procedures or policies?
  I would first approach the coworker and politely remind them of the company policies or procedures. I would then communicate with my supervisor to ensure that the issue was addressed and that the coworker was provided with any necessary training or support to comply with the policies.

Technical Questions

• 16. How familiar are you with shorthand and transcription techniques?
  I have taken courses in shorthand and have experience using various transcription methods, including Pitman and Gregg. I have also consistently achieved high accuracy rates in my transcription work.
• 17. What software or tools do you use to stay organized and manage your workload?
  I use Microsoft Outlook to manage appointments and schedules, Asana to keep track of tasks and deadlines, and Evernote for note-taking and organizing information. I am also skilled in using physical tools such as planners and calendars to stay organized.
• 18. What do you know about data protection and privacy laws?
  I have a solid understanding of data protection and privacy laws, such as GDPR and HIPAA. In my previous roles, I have received training on handling sensitive information and have followed strict protocols to ensure data security and privacy.
• 19. Are you familiar with bookkeeping and basic accounting principles?
  Yes, I have experience with basic bookkeeping and accounting principles. I have used software such as Quickbooks and Excel to manage financial records, and I am comfortable with invoicing, accounts receivable, and accounts payable tasks.
• 20. How do you handle confidential information and maintain data security?
  Confidentiality is crucial in any administrative role, and I understand the importance of maintaining data security. I follow company policies and procedures, use secure methods for storing and sharing sensitive information, and always double-check before sharing information with others.