TEST CODE 01237020

FORM TP 2010017 JANUARY 2010

CAR I B B EAN E XAM I NAT I O N S C O U N C I L

SECONDARY EDUCATION CERTIFICATE
EXAMINATION
OFFICE ADMINISTRATION
Paper 02 – General Proficiency
2 hours

08 JANUARY 2010 (a.m.)

INSTRUCTIONS TO CANDIDATES

1. This paper consists of EIGHT questions.

2. Answer ALL questions in SECTION I and any TWO questions in SECTION II.

3. Use the blank form(s) supplied to prepare answers where necessary.

4. Begin each answer on a new page.

5. You may use a silent non-programmable electronic calculator.

DO NOT TURN THIS PAGE UNTIL YOU ARE TOLD TO DO SO

Copyright © 2008 Caribbean Examinations Council®.

All rights reserved.
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SECTION I

Answer ALL questions in this section.

1. (a) List FOUR functions of the office in an organization. ( 4 marks)

(b) State THREE ways in which an office worker can manage time effectively in the
organization. ( 3 marks)

(c) You are a word processing clerk in the sales and marketing department of Onyx Software
Company. A copy of the department’s organizational chart is shown below.

Organizational Chart of the Sales and Marketing Department

The Onyx Software Company

(Sales and Marketing Department)

Managing Director

Marketing Manager

Executive Secretary

Senior Sales Clerk Senior Warehouse Clerk

Word Processing
Clerk

Junior Sales Clerk Despatch Clerk

Use the chart above to answer the following questions:

(i) To whom is the senior warehouse clerk responsible? ( 1 mark )

(ii) State FOUR facts which the organizational chart illustrates about the Sales
and Marketing Department of Onyx Software Company. ( 4 marks)

(iii) State TWO advantages and ONE disadvantage of this organizational plan.
( 3 marks)

Total 15 marks

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2. (a) There are plans to use teleconferencing and video conferencing facilities in your
organization.

(i) State TWO ways in which these facilities are similar, and TWO ways in which
they are different. ( 4 marks)

(ii) State THREE ways in which the organization will benefit from using video
conferencing. ( 3 marks)

(b) You are Marv Harper, mail room clerk. Barb Kelly, administrative assistant, sent you
the following e-mail.

To: < marv.harper@onyx.com>

From: < barb.kelly@onyx.com>

Subject:
Procedures for Incoming Mail

Marv, I am noticing that the company’s Training Manual does not

contain information on the procedures for handling incoming mail. Please
provide the necessary details and include information on remittances. No
more than 6 steps are required. Thanks.

Barb

Draft an e-mail response to Barb Kelly giving the procedures for handling incoming
mail. ( 8 marks)

Total 15 marks

3. An efficient records management system requires equipment and supplies.

(a) List TWO pieces of equipment and TWO types of supplies that are used in records
management. ( 4 marks)

(b) Identify THREE legal stipulations that regulate what information is stored in files.
( 3 marks)

(c) You are Jess Narine, records clerk. In the small law office where you work, clients’
folders have been inactive in file drawers for more than 10 years. Business opportunities
are growing and there is a shortage of record keeping space. You feel that new procedures
should be implemented.

Write a memorandum to Ms. Jean Friday, records manager, to inform her of the
situation. Suggest THREE ways of solving the problem. ( 8 marks)

Total 15 marks

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4. (a) State FOUR items of business that usually appear on an Agenda. ( 4 marks)

(b) List THREE legal requirements of the Annual General Meeting (AGM) of an organization.
( 3 marks)

(c) You are responsible for performing some of the follow-up activities after the sales team
has completed its quarterly meetings.
(i) Copy the following table in your answer booklet and complete it to prepare a
‘TO DO LIST’.

TO DO LIST
Activities to be Action required to Resources Needed
Performed complete task

a) Ensure that the meeting

room is restored

b) Filing of minutes in
chronological order

c) Circulation of minutes
and action sheets to
members of the sales
team

( 6 marks)
(ii) State TWO possible consequences of the sales team’s failure to take the
follow-up action suggested at a previous meeting. ( 2 marks)

Total 15 marks

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SECTION II

Answer any TWO questions in this section.

5. (a) (i) State THREE functions of the Purchasing Office. ( 3 marks)

(ii) Identify THREE main types of purchases that are made by a company.
( 3 marks)

(b) Gmaxx is a large wholesale company. On 6 January, 2010 Brands Inc. of 7 Bath Street,
Gaston, Nevis, ordered 2000 Shore high grade CDs at $5.00 each, and 100 2.0 flash
drives at $20.00 each. Gmaxx is offering a cash discount of 12% for all accounts settled
within 20 days. The net amount of the invoice is due in 30 days of billing.

(i) Use the form provided to complete the invoice to reflect the sales transactions.
( 7 marks)

(ii) If the debt is paid by 17 January, 2010 how much will Brands Inc. be expected
to pay? ( 1 mark )

(iii) How much should Brands Inc. pay if the debt is settled by 30 January, 2010?
( 1 mark )

Total 15 marks

6. (a) List THREE items of information that are placed on a destination sheet. ( 3 marks)

(b) State THREE reasons for providing the driver of the vehicle with a delivery schedule
on a daily basis. ( 3 marks)

(c) Phillip hopes to become involved in the import business. He is attempting to increase
his understanding of the EIGHT documents that are used for overseas trade.

Draw a flow chart to show the movement of the documents that are required for
overseas delivery. ( 9 marks)

Total 15 marks

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7. (a) (i) Identify THREE personnel records that are maintained by the clerk in the
human resource office. ( 3 marks)

(ii) List THREE duties that a clerk in the human resource office must perform in
preparation for the conduct of interviews. ( 3 marks)

(b) Assume that you are Bena Wills. You have a chequing account at the Sea Front
Commercial Bank. On 3 January 2010, you received the following statement from the
bank.

Sea Front Commercial Bank

St. John’s Antigua

In account with
Ms. Bena Wills SFCB
Jolly Beach Road
St. John’s Antigua
BANK STATEMENT

ACCOUNT # 6205011871 Personal

Beginning Balance
As of 01/12/2009 3, 725.30

Deposits & Other Credits 3, 202.05

Cheques and Other Debits 1, 680.10

Ending Balance as of
31/12/2009 5, 247.25

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TRANSACTION INFORMATION

Date Cheque # Description Amount Balance

t2/12/09 ABM POS Debit 100.10 - 3,625.20

t3/12/09 Salary from Kings Bank 3, 200.00 6,825.20

t7 /12/09 Standing Order - Core Life 75.00 - 6,7 50.20

17n2/09 Teller Withdrawal l, 500.00 - 5,250.20

20/12/09 Maintenance Fee 5.00 - 5,245.20

27il2/09 Interest Credit 2.05 5,247.25

Head Office - 9-12 Muttel Place, St. John s, Antigua, W.I. Tel: I Q68)346-9745, Email: bank@Seafront.com
Website: www.seafront.com

Key to Abbreviations Used

ABM Automatic Banking Machine

POS Point of Sale

(D Briefly explain the transactions that are recorded on the bank statement on the
following dates:.

a) 12 December,2009

b) 13 December,2009

c) 17 December,2009 ( 3 marks)

(ii) You checked yotr records and noted the following:

a) Cheque No. 351 for $340.00 that you issued to J. Morres & Co. Ltd.
on 29 December 2009 was not listed in the bank statement. Give ONE
reason for this. ( I rnark )
b) You received a cheque for $395.00 fromAllan Parsley, and deposited it
in youl chequing account on 3l December,2OO9. It was not recorded
on the bank statement. Give ONE reason for this. ( 1 mark )
c) All entries on the bank statement were correctly entered in your records.

On the form provided, use the information on the bank statement in questions
(i) and (ii) above to prepare a Bank Reconciliation Statement as at 3l December,
2009 to reconcile the balance as shown in your personal records. ( 4 marks)

Total 15 marks

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8. (a) State THREE duties that a sales clerk will perform in the Sales and Marketing Office.
( 3 marks)
(b) List THREE pieces of equipment that will assist sales personnel in the performance
of their duties. ( 3 marks)
(c) The following advertisement appeared in the daily newspaper. You plan to apply

Wanted! Wantedl Wanted!

Teen Tyme Fashion Statement will pay

you to write and describe your creative ideas on how
we can improve our CATALOGUES AND PRICE LISTS
to meet retail supplier requirements and beat the competition.

We are manufacturers of fashion accessories that attract

a youthful and trendy male and female clientele.

The media will be a booklet and the Internet.

Make your submissions to: fashionstatement@teentyme.com

before 3 January, 2010.

(i) Write your response to the advertisement above, indicating SIX points to
improve the company's catalogues and price lists. ( 6 marks)
(ii) State THREE ways in which Teen Tyme Fashion Statement can use e-commerce
to expand its business opportunities. ( 3 marks)
Total 15 marks

END OFTEST

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Question No.
7. (ii) c) Candidate No. ......

BANK RECONCTLTATTON STATEMENT 3 JANUARY, 2O1O

Balance shown on statement 3l December,2009 s5,247.25

Less unpres ented cheques :

Cheque to J. Morres & Co. Ltd. (bank not aware)

Adiusted Balance

Plus: deposits not yet recorded by bank,

3l December (Bank not aware)

Balance as per personal records

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 5. (i) Candidate No
Question No.

GMAXX 13 Craig Hall, St. Kitts W.I. Tet.l-869-333-4000. E-mail: sales@geemaxx.com

where all items are for less and the only reduction is in the price

INVOICE

Brands [nc. Invoice No. 0683

7 Bath Street
Gaston, Nevis Terms: l2o/o - 2O days

8 January,2OIO

Customer Order No.: 4412

Quantity Description Unit Price Amount

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