CSEC Office Administration Paper 1 May/June 2002 - Free CXC Past Paper with Answers

A person who completes forms, types simple correspondence and attends to the petty cash in a small office is usually referred to as

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

A large company prepares its own catalogue and price lists. Which of the following machines would be MOST appropriate for use in its duplication and reproduction section?

I. Collating II. Adding III. Offset IV. Stencil

Which of the following would the Post Office put in a private postal box?

I. First class mail II. Registered mail III. Parcels

An officer in your company left last night for a 3-day business conference in another Caribbean island. You have just seen on his desk an important letter which you had prepared for his folder. Which of the following actions should you take?

I. Send the details of the letter by electronic mail. II. Send a copy of the letter by special delivery. III. Tell him the details of the letter by telephone. IV. Assume that he no longer requires the letter and file it.

For what purpose should a memorandum be used?

On receipt of an incoming letter, the mail clerk's first action should be to

To which of the following departments should the mail clerk send incoming invoices? I. Accounts II. Sales III. Purchases IV. Administration

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 types of telephone calls should be used?

When the 24 hour clock is showing $18:30$ hours, the time on the 12 hour clock is

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

A PBX system is used to facilitate

The postal service which should be used when sending a money order to another Caribbean territory is

Which of the following procedures should be used to find a telephone number in the yellow pages for Thompson Electrical Services? I. Look for the section headed Yellow Pages Index. II. Look for the section headed Electrical Services. III. Look for Thompson Electrical Services.

On which file should the file clerk put a medical certificate for an employee?

Your supervisor gave you a report containing information which is to be seen by three other persons. What document should you prepare to ensure that they see it?

Correspondence within file folders is usually kept in

When a file has been lent out, 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?

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

When an unexpected visitor asks to speak urgently with the head of an organisation the receptionist should

Mr. Smith, a valued customer, visits the office a day before his scheduled appointment because he is in the area. What should the receptionist do?

For which of the following reasons might the receptionist keep a diary?

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

Which of the following items must be presented at an Annual General Meeting?

I. Agenda for the meeting II. Minutes of the previous meeting III. Treasurer's Report for the last financial year IV. Reports of the meetings of sub-committees held during the year

Your firm will be hosting a conference and a committee is to be set up specifically to make arrangements for this. This committee can best be described as

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

Which of the following would be recorded as a motion in the minutes of a meeting?

Minutes of meetings are important because they provide

In what order should the following items on an agenda be arranged?

I. Any other business II. Minutes of last meeting III. Matters arising from the minutes IV. Space allocations and equipment

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 items of information should be given to a travel agent to make reservations for a staff member who has to travel to U.S.A.?

I. Class of travel II. Preference of carrier III. Employee's position IV. Schedule of places to be visited

Which of the following items of information should be included in an itinerary?

I. The amount of money advanced for the trip II. Reservations for hotels and other accommodation III. An itemized list of documents to be used on the trip IV. The names and addresses of the persons or organisations to be visited

Which of the following are functions of the Human Resources Office?

I. Handling grievances relating to salary II. Encouraging employees to pursue further training III. Processing applications for vacancies IV. Keeping a record of employees' absences

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 became ill while on holiday and will therefore be late in returning to work. Which of the following persons should the employee contact?

Which of the following records should be used to obtain information regarding resignation of a company's employees, during the previous six months?

An executive is on an extended visit overseas. He has authorised you to arrange with the bank to have the rent paid monthly from his personal accounts. The BEST method to do this is by

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

A small businessman in a rural community has fifteen employees on his payroll. Since each employee has a bank account, it may be more efficient to pay employees by use of a

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 - 5¢ pieces

What sum of money does the customer pay?

The above table gives the number of hours an employee worked in one week. What is the gross pay if the rate of pay is $10.00 an hour for an 8-hour day, Monday to Friday, and time-and-a-half for overtime and Saturday?

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

Which of the following departments would be responsible for control of credit to customers?

E & O.E. on an invoice indicates that the firm

What should a clerk do if the number of items being delivered is less than that shown on the delivery note?

A company establishes minimum stock levels in order to

Which of the following documents may be sent by a supplier in response to a letter of inquiry? I. A statement II. A quotation III. An advice note IV. A price list

Which of the following documents is sent to the buyer when goods are purchased?

Which of the following should NOT be found on a Job Card?

Which of the following documents is sent by the seller when the customer has been undercharged?

Which of the following activities are normally carried out by the sales department of a wholesale grocery? I. Preparation of invoices II. Processing of orders III. Submission of purchase requisitions IV. Preparation of credit notes

Advertising Dealing with customers' complaints Preparing brochures Which of the following departments is responsible for the functions listed above?

Which of the following items of information should be included in a production planning master? I. The description and quantity of material required II. The machines and equipment to be used III. The labour required IV. The time allowed for completion

If you are ill and cannot attend a job interview at the appointed time, the appropriate action to be taken would be to

What action should you take if you are offered a job which you do not wish to accept?

Which of the following should be done if no mention is made of promotional opportunities when you are being interviewed for a job and you are interested in having such information?