CSEC Office Administration Paper 2 January 2020 - Free CXC Past Paper with Answers

A major role of an office is the collection, processing, preservation and storage of documents both manually and electronically.

List THREE types of internal documents from which information may be collected.

List THREE advantages of preserving information electronically.

State TWO ways in which an organization can ensure its legal obligations are fulfilled.

You are Jalissa Immanuel, the office clerk. Complete the report on page 5 by

filling in the missing information
explaining ONE solution for EACH finding listed.

REPORT

Report on inefficiencies of office services

A. You were asked by the office manager on Thursday, 2 January, to investigate the situation concerning a number of complaints regarding inefficiencies in the services provided by the office.

B. PROCEDURES The following procedures were used:

Questionnaire
Interviews

C. FINDINGS Some of the main inefficiencies identified include the following:

Resources are wasted by storing copies of several documents in each department.

filling in the missing information

explaining ONE solution for EACH finding listed.

You are in the process of applying for the position of filing clerk at a medical facility.

State FOUR factors that could contribute to the positive image of an organization.

List THREE benefits you would enjoy from the on-the-job training which you will be expected to undergo.

As part of a recruitment test, you have been asked to extract the relevant geographical data from the note below and to arrange it in the correct geographical order for filing.

NOTE

A number of new suppliers of medical equipment have been identified and invited to an online meeting.

Ms Halicha Asaubert who is based in Saint Lucia and represents the company Medical Solutions, and Mr Jerry Theobalds of Caribbean Better Health, Dominica, both said they would need to reschedule.

Located in Tobago, Top Notch Medicinals is represented by Ms Giselle Ramsammy, while Mr Shane Boyce is attending for 21 Forever By Nature, located in Barbados. These invitees both responded that they would be able to meet at the scheduled time.

All suppliers will need to be added to our filing system as soon as possible.

GEOGRAPHICAL FILING ORDER

(i) (ii) (iii) (iv)

Recommend the MOST suitable type of filing system for use by the medical facility.

List THREE reasons for your recommendation.

Mr Martin Smith, Managing Director of M&M Enterprises will be travelling to Port of Spain, Trinidad and Tobago, on 10 February, to attend a board of directors meeting. Suggest THREE items the secretary should include in his travel portfolio.

Define EACH of the following terms as it relates to meetings:

Mr Ted Peters, Marketing Director of Sterling Enterprises, will depart from the Grantley Adams International Airport on Monday, 6 February, 2020, on MJM Airlines flight MJM455 at 9:30 a.m. He is expected to arrive at the John F. Kennedy (JFK) International Airport three hours later. At 2:00 p.m., Mrs Anne Ashley will meet Mr Peters at the airport, and transport him to the Clear Dock Hotel in Manhattan, New York, where he will attend a three-day marketing conference. He will also be conducting a workshop at the conference.

On Tuesday, 7 February, Mr Peters will attend the one-hour opening ceremony starting at 8:00 a.m. which will be followed by a 20-minute coffee break. After this, the conference will continue with various presentations at 9:30 a.m. and will conclude at 4:00 p.m. On each day, lunch will be served from 12:30 p.m. until 1:30 p.m. and sessions will resume at 1:45 p.m. The following day, the conference will commence at 8:30 a.m. running throughout the day and ending at 5:00 p.m. On 9 February, Mr Peters will conduct the marketing workshop from 8:00 a.m. to 12:30 p.m. After lunch, the sessions continue, ending at 4:00 p.m.

Mr Peters will depart on the following day from the JFK International Airport at 6:00 a.m. on MJM Airlines flight MJM456, and is expected to arrive at the Grantley Adams International Airport at 11:00 a.m.

Prepare an itinerary for Mr Ted Peters using the 24-hour clock.

The human resource management office provides several essential services to the entire organization.

List THREE recruitment activities that must be undertaken by the human resource management office for an organization.

List THREE pieces of information usually found in an organization’s employee handbook which is prepared by the human resource management office.

The memorandum below was sent from the accountant, Ms Hiliah Patel, to the accounts clerk, Mr Jaron Harrington. Use the information in the memorandum to complete the task assigned to the accounts clerk.

MEMORANDUM

TO: Mr Jaron Harrington Accounts Clerk REF: STU326 FROM: Ms Hiliah Patel Accountant DATE: 8 January 2020 SUBJECT: Completion of Statement of Account

Our computerized accounting system was down for a few days, but thankfully it has been fixed and is now up and running. Please complete the following today.

(i) Kindly complete Statement of Account No. 672 for Ms Rickada St Hilaire by correctly entering the transactions identified and the balance for each day. (Show all working for the balances entered.) As shown, her balance at 1 December was $4300. When she paid us on 10 December to make a payment, the system was down, so she left the cheque for $2300 for us to enter. In addition, she was issued Debit Note No. 6 for $21 on 12 December and Credit Note No. 33 for $125 on 23 December. She purchased additional items on 16 December for $673 for which invoice No. 91 was issued.

(ii) Finally, please remind her of the latest date on which she should settle her account in order to benefit from the 5% discount.

Your assistance is greatly appreciated.

STATEMENT OF ACCOUNT

PROFESSIONAL GARMENTS LTD St George's Grenada

Account No. 672 Date: 8 January 2020

To: Ms Rickada St Hilaire Brampton St Nevis

Terms: 5% seven days, 2.5% 28 days, otherwise net

DATE	PARTICULARS	DEBIT	CREDIT	BALANCE
2019		$	$	$
1 December	Account rendered November			4300





E&OE

State the meaning of EACH of the following abbreviations as it relates to the purchasing office:

c.w.o.
f.o.b.

A new despatch clerk was recently recruited to your department. List THREE duties the clerk will perform.

Differentiate between the terms 'cash' and 'trade' discounts.

Identify TWO duties of a clerk in the purchasing department.

The marketing clerk has asked you to help her promote the new miracle product her company has just developed. This product is an all-natural pill, which guarantees that customers will lose 15 pounds in two weeks, but without muscle loss. It is at an affordable price of $80 for a 30-day supply. The new product will be introduced at the Coco Palm Resort Inn, Castries, Saint Lucia, at 7:30 p.m. There will be special discounts and free samples on offer.

Suggest an appropriate name for this product and draft a suitable advertisement for the local newspaper. Be creative.

CSEC Office Administration Paper 2 January 2020 Questions

Question 1 (15 marks)

REPORT

Question 2 (18 marks)

NOTE

GEOGRAPHICAL FILING ORDER

Question 3 (15 marks)

Question 4 (6 marks)

Question 5 (15 marks)

MEMORANDUM

STATEMENT OF ACCOUNT

Question 6 (15 marks)