CSEC Office Administration Paper 2 May/June 2013 - Free CXC Past Paper with Answers

Identify ONE use of EACH of the following types of paper: (i) Bond (ii) Parchment

State THREE desirable attributes of a receptionist.

Outline TWO guidelines that a receptionist should follow when taking telephone messages.

Assume that you are Maya, a receptionist at Office Plus Inc. Indicate what actions you would take for EACH of the following situations: a) An angry customer calls to report that the photocopying machine that she purchased recently from your company is faulty. b) The human resource manager wants to get in contact with a client immediately and gives you the client's telephone number to dial. You dial the number but keep getting a busy signal. c) A message was left at your desk to call the travel agency to confirm your supervisor's flight to an upcoming office supplies trade fair. You accidentally dial the wrong number. d) You call to make hotel reservations at the Caribbean Spa Resort for your manager. You hear a pre-recorded message.

State ONE use of EACH of the following as a means of telecommunication: (i) Paging device (ii) Facsimile/fax machine (iii) Internet

State TWO uses of a postage book.

The organization in which you work is engaged in trading globally and you have to frequently make telephone contact with customers overseas.

State TWO reasons why understanding time zone differences is important to your organization.

You work as a mail clerk for D & O Associates which is about to relocate its offices in town. The company wishes to convert to a centralized mailing system. Mr Wray, the managing director, has asked you to assist with identifying equipment for the new office

(i) Identify FOUR modern pieces of equipment that are suitable for the new centralized mail room. (ii) Outline how EACH piece of equipment identified in (i) above could increase the efficiency of outgoing mail.

State THREE classifications of a records management system

Define the term 'archiving'.

Identify TWO types of microfilming.

O & R Credit Union Limited has expanded its operations and has decided to change from a departmental to a centralized filing system. As the senior records management clerk, you have been asked to advise Mr Guy Briggs, the manager, how he could improve records management in the organization.

(i) Suggest THREE factors that should be considered in using a centralized filing system to improve records management. (ii) Suggest ONE disadvantage of implementing a centralized filing system

List THREE functions of the accounts office

Define EACH of the following types of cheques (i) Post dated (ii) Counter (iii) Certifie

Mr Dwayne Chung received the following invoice. He is required to prepare payment by cheque on 10 May 2013 for the amount due.

(i) Calculate (showing your working) the amount due to R.K.C. Bujam and Company Ltd. (ii) On the form provided as an insert prepare the cheque for the amount calculated in (i) a) above. (iii) State TWO consequences if the amount on a cheque did not agree in words and figures

State THREE duties of a purchasing clerk.

Define the following terms as used in the purchasing department (i) Tender (ii) Enquiry (iii) Quotation

Below are samples of four petty cash vouchers.

(i) Record the above transactions in the petty cash book provided as an insert. Total all columns and balance the petty cash book at the end of the month, restoring the imprest to the beginning balance of $120.00. (ii) State TWO consequences of abusing the petty cash funds.

State EACH of the following acronyms in full and explain their meanings.

LIFO

FIFO

Identify TWO reasons why it is important to monitor stock levels.

On 1 May 2013, Mr Harry Duggan, a manager at Perfect Block Construction Ltd. Middlesex, Antigua, sent a request for a quotation of the following items:

• 12 ergonomic office chair
• 6 four-drawer vertical filing cabinet

The request was sent to Hi-Tech Office Supplies located at 25 Kings Street, Kingstown, St Vincent.

On receipt of the quotation #10, the Sales Manager of Hi-Tech Office Supplies, Mr Ramesh RooplaI, decides to send a thank you note to Mr Duggan to let him know that he would be happy to supply his order. Mr RooplaI provides a quotation with the following terms:

• 12 ergonomic office chairs @ $500.00 each
• 6 four-drawer vertical filing cabinets @ $1 000.00 each
• Terms of sale: Delivered by company's delivery truck within two days of receipt of order
• Trade discount: 5%
• Cash discount: 10% if paid within one month, otherwise net cash
• Goods can be taken from the warehouse and the offer is valid for two months

Draft the quotation to Mr Duggan, using a letter format, signed by Mr RooplaI, Sales Manager.

State THREE functions of the staff in the factory office

List THREE documents that are used in the factory office

An advice note with serial no. 98762RM, order no. 17B and terms = charge, was sent from OMJ Corporation, Industrial Terrace, Georgetown, telephone number (592) 333-7777 to customer SKR Central Reprographics, Freepark, Georgetown.

The shipment which was sent by van on 11 May 2013 consisted of:

• 50 reams A4 paper
• 25 reams legal paper
• 1 000 plastic file jacket
• 100 packages of note pads.

On receipt of the advice note, Jahari Baptiste, the receptionist, should sign and date the document on behalf of the company.

(i) Use the form provided as an insert to record the above information. (ii) State TWO consequences to the purchaser in the event that goods are dispatched and the advice note is omitted.

Use the form provided as an insert to record the above information.

State TWO consequences to the purchaser in the event that goods are dispatched and the advice note is omitted.