Clerical Office Duties Waec Syllabus

THE OFFICE

Definition of an office

Functions

• Receiving information
• Recording information
• Processing/Analysing information
• Giving information
• Storing information
• Safeguarding/Protecting Assets

Sections

• Reception
• General Office
• Stores
• Mail Room/Registry

Departments

• Accounts
• Purchasing
• Sales
• Personnel/Human Resource
• Production
• Legal
• Administration
• Transport

Office Personnel   

• Office Manager
• Office Supervisor
• General Clerks
• Accounts Clerks
• Data entry Clerks
• Administrative Assistants
• Secretaries
  • Company Secretary
  • Private Secretary
  • Stenographer Secretary
• Receptionist
• Typist
• Messenger

Professional Image of Office Staff

• Personal and Business Attributes
• Social habits, Personal Hygiene and healthy Lifestyle
• Time Management

Layout

• open
• closed

ORGANISATION

Principles of Organisation

• Unity of objectives
• Span of control
• Authority and Responsibility
• Delegation
• Unity of functions
• Unity of command
• Supervision
• Remuneration
• Accountability
• Esprit de corps

Organizational Structure

• Line structure
• Line and staff structure
• Staff structure
• Functional structure
• Matrix structure

Organisational Chart/Organogram

BUSINESS TRANSACTIONS

Documents used in Business Transactions

• Letter of enquiry
• Price list/Catalogue/Quotation
• Local Purchase Order
• Order        
• Proforma Invoice
• Invoice
• Delivery Note/Waybill
• Debit note
• Credit note
• Statement of account
• Cheques/Payment Orders
• Receipt
• (m)  Purchase Requisition

Methods of Payment 

• Cash
• Cheque
• Standing order
• Credit transfer
• Money transfer

Payroll Handling

Tax Regimes

• VAT,
• Income Tax
• Communication Service Tax(CST)
• Property Tax
• Import/Customs Duty

Petty Cash

BANKING

Types of Bank

Types of Account

• Savings
• Current
• Fixed Deposit

Cheques

STOCK  PROCEDURE

Ordering of Stock

Duties of the  Storekeeper

Requisition Procedure

Stock Records and Stocktaking

• Annual        
• Periodic
• Perpetual

Stock Control

• Minimum Stock
• Maximum Stock
• Re-order level

Stock Valuation

• Cost price
• Average price
• Market price
• Lower price

OFFICE EQUIPMENT/MACHINES

General OfficeMachines/Equipment

• Computer
• Photocopier
• Risograph
• Collating machine
• Dictaphone
• Typewriters
• Duplicating machines
• Perforator
• Calculator
• Cash Register
• Pager
• Fax machines
• Accounting machines
• Scanner

The Computer and  ICT

Mail Room Equipment/Materials

• Letter-opening machine
• Addressing machine
• Franking machine
• Shredding machine
• Scales
• A pair of scissors, paper knife or blade
• Stapling machine
• Staple remover
• Guillotine

COMMUNICATION

Meaning

Forms

• Verbal
  • i. oral
  • ii. written
• Non-verbal
• Visual

Channels of Communication

Barriers to effective communication

• Organisational Barriers
• Physical Barriers
• Psychological Barriers
• Socio-Cultural Barrier

Business Correspondence

• Letters
  • i. Form Letters
  • ii   Circulars
• Memos
• Reports
  • i. Short formal
  • ii   Short informal
  • iii   Periodic/Routine
  • iv   Special
  • v   Statutory

Mail handling

• Mail Room
• Incoming and Outgoing mail
• Incoming and Outgoing mail register
• Postage book
• Messenger’s Receipt book

Meetings

• Purpose and kinds of meetings
• Purpose and kinds of meetings
• Requirements for a valid Meeting
  • i. Chairperson
  • ii   Secretary
  • iii   Teller
  • iv  Scrutineer
• Meeting terminologies
• Preparation of meeting documents
  • i. Notice
  • ii   Agenda
  • iii   Minutes

BUSINESS ENGLISH

Proofreading and office Abbreviations 

Spelling, Word division and Punctuation

FILING  AND  INDEXING

Methods of Classification

• Alphabetical
• Numerical     
• Subject
• Geographical
• Chronological
• Alpha-numeric
• Subject-numeric   

Systems of filing 

• Lateral
• Suspension
• Vertical
• Horizontal

Rules for filing

Indexing and Cross-Referencing

Electronic filing  

Central and Departmental filing

REFERENCE BOOKS  AND SOURCES OF INFORMATION

Reference Books

General reference books

• i. dictionary
• ii encyclopedia
• iii almanac

Places

• i.  atlas
• ii   site plan

Specialized reference books

• i. trade journals
• ii   post office guide
• iii   telephone directory

Government Publications

• i. Hansard
• ii  White paper
• iii  Gazette
• iv  Financial Instructions
• v   General orders

Sources of Information

• Personal documents
• Driving documents
• Passport
• Visa
• Tax clearance

Business Information

• Exchange rates
• Stock exchange  listing
• Financial bulletins
• Employment Opportunities

POST OFFICE  SERVICES

Postal Services

• Postage stamps
• Express mail
• Special mail
• Poste restante
• Private mailbag
• Registered mail
• Recorded delivery
• Airmail
• Business reply service
• Private mailbox       

Courier Services

• Expedited Mail Service (EMS)
• Delsey, Helbor & Lyn (DHL)
• Federal Express (FedEx)

Agency Services

Remittance services

• Postal Order
• Money Transfer

HUMAN RELATIONS

Internal Relations in the Office

Relations with the Public

Interpersonal Skills

HEALTH, SAFETY AND WELFARE IN THE OFFICE

Health Hazards in the Office

Accidents in the Office

Staff Welfare

PRE-EMPLOYMENT PROCEDURES

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Submission of  Letters of application and curriculum vitae

The interview

ENTREPRENEURSHIP  AND SMALL SCALE BUSINESS

Candidates should be able to:

• Explain the term “entrepreneur” and  give the general characteristics of an  entrepreneur;
• Explain small-scale business and identify  the characteristics of a small-scale enterprise;
• Identify the importance of small-scale businesses in the society/country.

  SUGGESTED  READING LIST

Secretarial Duties by John Harrison. Pitman Publishing Ltd.

Office Practice for Colleges by Elendu O. Elendu. New Africa Publishing Co. Ltd. Owerri (1985)

Case Studies: A Skills-Based by Sheila May. Pitman Approach Publishing Ltd.

Office Procedure by John Harrison. Pitman Publishing Ltd.