Describe a time when you identified an error or discrepancy in a document or form before processing it. What did you do?

Situation

As a part-time administrative assistant at a university registrar's office, I was tasked with encoding student information for graduation clearance. One application form had a student's name spelled differently from her official records.

Task

My task was to ensure all data matched exactly across documents to avoid issues with her diploma and transcript. I needed to verify the discrepancy and correct it before submission.

Action

I compared the handwritten form with her student ID and previous enrollment forms. The middle name was misspelled. I contacted the student by phone to confirm the correct spelling. After she verified, I had her sign a correction form and then updated the system. I also flagged the batch for a senior officer review to ensure no other forms had similar issues.

Result

The graduation documents were issued with the correct name, avoiding a costly reprinting process and delay for the student. My supervisor praised my attention to detail.