JSS1 Business Studies Lesson Note on Office Staff

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DUTIES OF A CLERICAL STAFF

1. A clerk may be asked to work as a messenger who handles both outgoing and incoming mails.
2. A clerk may work as a telephone operator who receives calls.
3. He/she may be asked to collate document
4. A clerk may act as a Receptionist.
5. A clerk may act as a tea server.
6. Handling minor expenses in the organization
7. Duplicating office documents by using the duplicating machine or photocopier.
8. Routine book-keeping.

CONFIDENTIALITY OF OFFICE INFORMATION

The office worker has the responsibility of ensuring that office information and document are secured. Confidential record should not be kept in such a way as to allow unauthorized staff or visitors to have access to them .Confidential record should be marked “CONFIDENTIAL” to show that it is not for everyone to see .It is advisable to place all confidential information in a folder so that it is not immediately seen/visible to the onlooker. All confidential document not in used should be carefully kept in appropriate places under lock and key.

EVALUATION

1. State four (4) job qualities of a clerical staff
2. Mention three (3) duties of a clerical staff

READING ASSIGNMENT

Business Studies for Junior Secondary School Book 1 produced by Cross River State Chapter 3 pages15 – 17

WEEKEND ASSIGNMENT

1. Which of the following is not a personal quality of a clerk? A. good health b. good appearance c. sound educational background d. good height e. ability to communicate.
2. A clerical staff must be physically fit is a ——– quality. a duty b job c Personal
3. Ability to come to work early and stay till close of work is a ——– quality a Personal b Job c duty
4. The following are job qualities except a Ability to work without supervision b Ability to keep confidential matters to himself c ability to work in harmony with other staff.
5. Which of the following is not the type of job a clerk may be asked to do? A. operate and service the computer b. collating c. opening of letters that come to the office d. posting of letters from time to time e. sweeping of the office.

THEORY

1. Define the term a Clerical Staff
2. State 3 duties of a clerical staff

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