CSEC Office Administration Paper 2 May/June 2014 - Free CXC Past Paper with Answers

List THREE statutory provisions which are designed for employee protection at the workplace.

State TWO factors that are used to determine the period for retaining records in the office

List TWO duties of a records management clerk.

Assume you are the payroll clerk at 17 Main Street, Santa Cruz, Trinidad. For the past two years you have been working at Raja's Auto Supplies Company at 8 Main Street in Santa Cruz Trinidad as an accounting clerk. During the last couple of months you have applied to the University of the West Indies, Mona, Kingston, Jamaica, to pursue a degree programme in Business Management. You have been accepted to begin your studies in September. Write the letter of resignation you would send to your employer.

State the meaning and function of a 'tickler reminder system'.

List THREE duties that a receptionist is required to perform on a daily basis.

Ed Browne says he is attending the board meeting as an 'ex officio member. Explain Ed's statement.

As a new employee in your organization, you notice that attendance at the monthly departmental meetings has been decreasing. You suggest to your supervisor that the following points can help to improve attendance:

• Being on time
• Having an agenda
• Maintaining focus
• Being prepared
• Greeting/welcoming staff

State how EACH of the points listed above could contribute to a successful meeting.

Assume that you are a resident of Barbados and that you intend to travel to Antigua, Jamaica and England during your upcoming vacation. You are informed that Antigua shares the same time zone as Barbados, Jamaica is one hour behind Barbados while England is five hours ahead of Barbados. If it is 5:30 p.m. in Barbados, what time will it be on the 24-hour clock in the following countries? a) Antigua b) Jamaica c) England

Antigua

Jamaica

England

List TWO specialized functions, other than maintaining confidentialit, which are performed by the human resource clerk.

In the conduct of regular duties, the human resource clerk will have to 'keep information confidential'. Give TWO types of employee information that must be kept confidentia by the human resource clerk.

Explain the importance of any TWO of the following concepts to the success of a business entity:

• Collection of accounts
• Credit control
• Audit

For EACH of the sections labelled A, B, C, D, E, F, G and H, write the likely responses in your answer booklet which could complete the performance appraisal for Ann Wisdom.

State THREE ways in which an appraisal serves as an effective tool in managing the performance of an employee whose appraisal results are unsatisfactory.

State TWO functions of the Procurement and Inventory Management Office.

Explain the difference between a 'standing order' and a 'letter of credit'.

Assume you are the payroll clerk at Bujmars and Associates Ltd and that you are responsible for preparing cash pay packets for weekly paid employees. In order for you to prepare the pay packets, you must have the correct denominations. On the week ending Friday 30 May 2014, the pay packets for weekly employees are as follows:

On the forms provided as inserts: (i) Prepare a Currency Memorandum for the employees by giving the highest currency at all times possible. You must ensure that EACH employee gets at least ONE $500.00 note. (ii) Prepare a Cash Summary for the National Commercial Bank at King Street, Kingstown, for the amount to be paid to the employees.

Prepare a Currency Memorandum for the employees by giving the highest currency at all times possible. You must ensure that EACH employee gets at least ONE $500.00 note.

Prepare a Cash Summary for the National Commercial Bank at King Street, Kingstown, for the amount to be paid to the employees.

State TWO factors that can influence the procedures for purchasing goods and acquiring services in the Procurement and Inventory Management Office.

The Marketing, Sales and Customer Service Department is responsible for various duties in the organization. Identify TWO duties of the clerk in EACH of the following offices

Sales

Marketing

Use the form, given as an insert, to calculate and complete the stock card for Glow Head Phones at AAA Company Ltd.

Your company has decided to change from a manual recording system of stock control to an electronic method. Most staff members are resisting this change. Outline TWO ways in which the electronic method of stock control can benefit your organization.

State TWO functions of EACH of the following offices:

Operations

Despatch

Listed below are TWO documents used in the Operations, Despatch and Transport Department. State the purpose of EACH document:

Destination sheet

Advice note

TMBT Enterprises is a newly established wholesale company which specializes in manufacturing and exporting trendy men, women and children’s polo shirts globally. Frank and James Enterprises, Port of Spain, Trinidad, issued the following order two weeks ago.

ORDER

Please supply the following: COD

Order carries a 15% VAT charge on the subtotal

The goods are ready for shipment. Terms and conditions are stipulated as cash on delivery and errors and omissions excepted. Use the form, provided as an insert, to calculate and write the required information on Invoice #7. Use today’s date.

Use the form, provided as an insert, to calculate and write the required information on Invoice #7. Use today’s date.