CSEC Office Administration Paper 2 May/June 2024 - Free CXC Past Paper with Answers

At a recent departmental meeting, the filing clerk recommended the need for the disposal of dead files and the archiving of important inactive files.

State the difference between archiving and disposing of files.

State TWO factors the filing clerk should consider when determining the period for record retention.

List THREE characteristics of an effective records management system.

You work as an assistant secretary in the human resource department at CPK International. Your manager, Mrs Yanna Smith, sent you the following email.

From: [email protected] To: [email protected] Subject: Orientation of New Recruit Date: 5 June 2024

In preparation for the orientation exercise next week, prepare a job description for the newly appointed position of Sales Clerk II.

This position requires a good command of the English Language, administrative skills and competence in computer technology. The appointed clerk will be reporting to the sales manager and will be assigned a grade 4 salary. This position also requires the clerk to have the ability to follow procedures and practise good interpersonal relations.

N.B. Include FOUR duties the clerk is expected to perform.

Regards Y Smith

State THREE other basic legal requirements that help inform the way in which annual general meetings must be conducted.

Ms Jane Nolan was recently appointed to the post of marketing manager and will be travelling to North America to conduct business on behalf of the company.

Identify TWO important documents Ms Nolan will need for travel.

Outline the importance of any ONE of the documents identified in (b) (i) for travel.

The following is an excerpt of minutes from a recently held meeting.

At the last meeting of the Parent Teacher Association held on 3 May, plans were finalized for the upcoming fun day.

The following decisions were made.

• Within four days, Mr Ramnarine James would select five members to comprise the planning committee.
• In one week's time, the parent representative would source equipment for the relays.
• The following day, the secretary would create an advertisement for the local newspaper.

Mrs Marie Evans is the secretary and Mr Tomlin Adams is the parent representative.

Assume you are the secretary of the association. Complete the action sheet below.

State TWO attributes of a clerk in the accounts office.

The following resources are used in the accounts office. Complete the table by classifying each listed resource under the appropriate resource heading.

The accounts clerk at Joe’s Enterprises has been asked by the accountant, Mr Derrick Granston, to prepare a cheque for $10 050 to be paid to Tees R Us Limited. The A/C Payee cheque is to be postdated 10 June 2024 and signed by the accountant and manager.

Use the cheque below to enter the information given.

State TWO reasons why both the accountant and the manager signed the cheque.

Identify TWO factors that a purchasing manager should consider before acquiring goods for the organization.

Mr Lee Johnson, purchasing manager, of Computers-R-Us Limited, received the following proforma invoice.

State the difference between the terms 'quantity discounts' and 'trade discounts'.

Calculate the total to be paid if Computers-R-Us Limited is only given a trade discount.

Globaltech is a leading telecommunications organization in the Caribbean. Recently, the company has experienced issues with customer relations.

Suggest TWO ways in which each of the functions of the corporate communications clerk can help to improve customer relations at Globaltech.

Interface with media houses

Upkeep company website

Coordinate events

Produce company news-letter/magazines/calendar

The management at Globaltech has decided to host a family event and has asked the corporate communications clerk to plan the event.

Suggest ONE challenge the corporate communications clerk may encounter when planning the event.

One of the functions of the transport office is to liaise with customers.

Identify TWO effective ways by which the transport office can stay in contact with their customers.

In an effort to protect factory workers from injury, management has placed signs and symbols in the operations department.

State the meaning of EACH of the signs illustrated below.