CSEC Office Administration Paper 1 May/June 2001 - Free CXC Past Paper with Answers

An application for the position of despatch clerk was addressed to the company. To whom should the mail clerk send the application?

Administrative officer

In the business of a sole trader the decision of what to purchase is usually made by the

Assume that you are a new employee in a large firm. While you are awaiting instructions from your supervisor, another employee asks you to help her with her work. You should tell her that

you are a new employee and unfamiliar with her work

she should try to complete her work even if she has to work late

you are willing to assist with your supervisor's permission

you have already been given the work that you are supposed to do

Your supervisor gives you oral instructions which you do not fully understand. You should

ask another worker before starting the task

ask your supervisor to explain what she means

ask your supervisor to write out the instructions

start the task and hope that things will become clear as you work

Which of the following attributes is NOT required of all beginning office workers?

Ability to calculate accurately

A pleasant disposition

Mr. Lee of the Sales Department asked the telephonist to transfer a call from a customer to Mr. Field of the Accounts Department. If the call is disconnected while it is being put through to the Accounts Department, what should the telephonist do?

Telephone Mr. Lee, explain what happened and offer an apology.

Telephone Mr. Field, explain what happened and offer an apology.

Leave the line open so that the customer can call again.

Ask Mr. Lee for the customer's number, call, apologise and connect to Mr. Field.

Which of the following items of equipment must be used along with the fax machine in order to send a message?

In business a memorandum is used

in place of post-cards

for internal communication

A business letter which begins with the salutation "Dear Sirs" should end with the complimentary close

You have been asked to arrange for personnel in several different locations to speak to each other without a personal meeting. Which of the following telephone calls should be used?

As a wages clerk, you are instructed to remove some PAYE Income Tax documents to make room for new ones. Which of the following employees' tax documents should you dispose of?

I. Current employees who are on minimum wages II. Employees who have been transferred to other branch offices III. Employees who have left the company over the last five years IV. Employees who have retired for more than six years

Which of the following devices would alert the person carrying it to go to the nearest telephone as quickly as possible?

Pocket radio receiver

A cheque which has been sent to your firm is made payable to another firm. What action should be taken?

I. Forward the cheque to the firm to which it is made payable. II. Change the name on the cheque, initial it, and notify the sender. III. Make a note of the error in the Remittances Book. IV. Return the cheque to the sender.

Which of the following media would be MOST appropriate for sending additional funds to your boss, who is on an overseas business trip and is scheduled to return in three days?

Telegraphic money order

A draft of revised procedures for handling mail is to be prepared and submitted to the Office Manager. Which of the following media should be used?

Which of the following BEST describes the "Poste Restante" mail service of the Post Office?

Mail for which no postage is required

Mail sent to persons with temporary addresses

Mail service used by non-profit organisations, charities and the blind

Mail sent in which delivery is made by special courier after normal business hours

Which of the following would ensure the efficient management of records?

I. Easy retrieval II. Preparation of paperwork III. An auditing system in place IV. Proper storage facilities

Which of the following refers to suspension filing?

Correspondence being held in a temporary file

File folders hanging from a rail in a filing cabinet

Collection and storage of files being done at specified times

The action of removing a folder from the filing cabinet

When a file has been requisitioned, important information about the loan of the file should be recorded on a/an

Under which of the following circumstances is a cross-reference used?

A file is missing and a temporary file is opened.

Correspondence has to be seen by two or more persons.

Correspondence is transferred to inactive files.

Correspondence could be put in two or more files.

Firms which have to retain large volumes of inactive files and have a storage space problem should use

To find a file in a numerical filing system one must first refer to the

An alternative system that may be used in place of a tickler file is a/an

card/pocket calculator

With which of the following should a receptionist familiarise herself, before setting up appointments?

I. The pattern of her boss' work day II. The correct procedure for greeting callers III. The filing method used by the company IV. The intercom numbers for each member of staff

The item of information which is LEAST likely to appear on a register of visitors kept by a receptionist is the-

reason for the visit

time of arrival of the visitor

name of the person visited

An urgently required piece of equipment was delivered to the office in a damaged condition. Which of the following actions should the receptionist take?

Refuse to accept it on the grounds that the item is damaged.

Make a note of the damage on the delivery note, sign it, and inform the supervisor of the damage.

Phone the supplier, report the damage, and follow his or her advice.

Sign the delivery note and at the first opportunity inform the supervisor of the damage.

The person who moves a motion at a meeting has the right to reply after the motion has been

Members who cannot attend a meeting at which officers will be elected but who wish to vote can do so by

The term 'matters arising thereon' on an agenda provides for discussion of topics

listed on the agenda

which members want to add

related to the minutes

on correspondence presented

The notice and agenda of an Annual General Meeting of a public company should be sent to shareholders at LEAST

2-3 days before the meeting

6-14 days before the meeting

21 days before the meeting

one month before the meeting

Which of the following items of information should be put on an agenda for a monthly General Meeting? I. Place of meeting II. Business of meeting III. Names of members IV. Date of meeting

If the number of persons required to form a quorum is NOT present, the meeting must be

conducted as a sub-committee

conducted as an extra-ordinary meeting

You are travelling with TT$1,650. If this amount is converted to EC$ at an exchange rate of EC$1 = TT$3.00, it will be equivalent to

Which of the following actions should be taken after copies of minutes of a meeting have been prepared?

I. Put a copy in the minute book. II. Send a copy of the minutes to all members of the committee. III. Cross-reference minutes to the files. IV. Extract information and prepare for relevant files.

Which of the following services is NOT provided for by the Human Resources office?

Education and training

Induction and orientation

Production and maintenance

Which of the following records would show an employee's duties, grade and salary?

I. The employment contract II. The job specification III. The company manual

An employee's gross earnings were $182.80$ . His statutory deductions totaled $22.00$ and voluntary deductions $9.80$ . How much was his net pay?

A job specification gives the

general description of the duties which are to be performed

list of personal qualities and skills required for performing the job

identification of tasks and specific times required for performing a job

evaluation of a job to determine the wages for its performance

Shortlisting of applications is carried out

when making the list of applicants to be interviewed

when preparing personal record cards for new employees

after the applicants have been interviewed

after applications for an advertised post are received

What steps should a businessman take if his cash book and bank statement show a difference of $20.00$ ?

Reconcile his bank statement with his cash book.

Regard the $20.00$ as interest on his current account.

Inform the bank that an error has been made in his account.

Write a cheque for $20.00$ to balance his statement with the bank.

A customer wishes to pay a shopkeeper with a cheque which was paid to him. What must he do before passing the cheque to the shopkeeper?

Write 'A/c Payee Only' on the back of the cheque.

Remove his name from the cheque, write the shopkeeper's name and initial the change.

Sign his name at the back of the cheque and request that payment be made to the shopkeeper.

Present the cheque to the shop-keeper with a letter asking the bank to give him the money.

Which is the BEST method of payment for purchasing a box of paper clips for a company?

To pay his account in cash, a customer tenders:

Five - $20.00 bills Three - $10.00 bills Ten - $5.00 bills Nine - $1.00 bills Twenty - $0.05 pieces

What sum of money does the customer pay?

In the cash book, all monies received are indicated as a

Which of the following amounts should be ordered to maintain the minimum level on the Stock Record Card?

What should be the minimum stock level of envelopes, if the rate of usage is calculated at 50 per week, and a period of two weeks is allowed for delivery?

Which of the following items would a stock clerk be responsible for ordering? I. Postage stamps II. Pens III. Typewriters IV. Typewriting ribbons

If the goods were paid for within 10 days, what was the price paid on the typewriters?

Which of the following sets of information is NOT required when preparing purchasing requisitions?

Date, reference, quantity

Description, department, signature

Transport, tax, arrival time

Sender, catalogue number, supplier

Which of the following actions should be taken by the sales office of a department store, if the stock-taking report shows that an item is unpopular with customers? I. Lower the price of the item. II. Carry the item at the same price. III. Store the item for another season. IV. Arouse interest in the item through advertisement.

Which of the following should NOT be found on a job card?

Materials to be used

Instructions to the operator

A time card is used when calculating the

salaries for monthly paid workers

machine hours needed for a job

time required to complete a job

wages for hourly paid workers

The letters "E. & O.E." on the invoice indicate that

Mr. Lee should not regard this document as a request for payment

Garden Supplies & Plant Care Services can correct any error made when preparing the bill

Mr. Lee can hold Garden Supplies & Plant Care Services to the terms of sale as shown on the invoice

Garden Supplies & Plant Care Services may not have included all the items that Mr. Lee ordered

How much should Mr. Lee pay if the bill is settled on 16th May?

What is the LATEST date by which Mr. Lee is required to pay this bill?

Which of the following should appear in a resumé? I. Name of applicant II. Position for which application is made III. School(s) applicant attended. IV. Name of applicant's parent or guardian

A letter from a company confirming receipt of your application for employment is referred to as a

letter of acknowledgement

letter of acceptance

Which of the following guidelines should be followed during a job interview? I. Be pleasant and alert. II. Be courteous when answering. III. Maintain eye contact with the interviewer. IV. Avoid giving one word answers.

CSEC Office Administration Paper 1 May/June 2001 - Free CXC Past Paper with Answers

CSEC Office Administration Paper 1 May/June 2001 Questions