Brigitte Alexandra Bernal Snchez

Cdigo 05010143000012
CHAPTER 4
OFFICE DUTIES
The workers the archival department job involves certain activities that have to be performed
daily, weekly or periodically depending on the type of organization or enterprise. These activities
are duties or obligations. Moreover, there are other activities that are specific to a give situation
and that have to be performed within a fixed limit of time; these are task.
Answering the phone or receiving visitors are examples are tasks.
Where search documents, are duties.
The list below comprises a number of duties and tasks archivist have to perform at work. Mark
them with a D (Duty) or a T (Task). Give reasons.
1. Look up Mrs. Wellss telephone number in the phone book ( T )
2. Receive documents for archival within his/her departamento. ( D )
3. They complain of a poorly archived invoice. ( T )
4. Keep a record of correspondence. ( D )
5. Send Miss Marianne Miller a beautiful bunch of flowers. ( T )
6. file documents and letters. ( D )
7. Classification type documents, envelopes and letters. ( D )
8. Classification fax, documents, letters, etc. (D )
9. Send a package to London Airmail. ( T )
10. Photocopy documents, letters, etc. ( D )
11. Locate people inside or outside the office. ( T )
12. Remind the boss about meetings, appointments, interviews. ( T )
13. Give and receive messages (oral o verbal). (D )
14. Be in charge of the petty cash. ( D )
15. Book air tickets, tables at restaurants, hoteles, for officials the archival department. ( T )
16. Speak other languages with customers and visitors when the need arises. ( T )
17. Arrange a meeting between Mrs. Jackson and the archival manager. ( D )
18. Type invoices, purchase orders, forms, for department the archival. (D )
19. Book a room for archival manager and you wife at the Hotel. ( T )


4.3.3. GRAMMAR: HAVE TO
HAVE TO: Is considere dan auxiliary when it obligation or necessity
HAVE TO: Is used with a verb ( infinitive ) in the present or future tense.
HAD TO: Is the past form of HAVE TO
EJ: Did he have to work?
Yes, he had to work.
No, he didnt have to work.
1. She had to write letters.
Did she have to write letters?
Yes, she had to write letters
Not, she didnt have to write letters
2. I had to make reports.
Did I have to make reports?
Yes, I had to do reports
Not, I didnt have to do reports
3. I had to type documents.
Did I have to type documents?
Yes, I had to type documents
Not, I did not have to type docunmentos
4. she had to e-mail documents.
Did she have to e-mail documents?
Yes, she had to e-mail documents
Not, she didnt have to e-mail documents
5. I had to give and receive menssages.
Did I have to give and receive menssages?
Yes, I had to give and receive menssages
No, I didnt have to give and receive menssages


Describes your last job telling the tasks and duties that you had to do there:
I had to identifies the folders where the material is going to be filed, receives the material to file,
supplies processes and / or documents to the different units, according to the in force regulation,
Correspondent files in the processes and / or folders the received documents. It locates the new
folders in his respective file cabinets.
4.4. PRACTICING WITH VERBS
4.4.1. ANSWER THE FOLLOWING QUESTIONS
1. Did you hand in the report?
Yes, I gave the report
2. Did you send the memo this morning?
I did not send the memo this morning
3. Did you book the tickets for Mr. Smith?
Yes,recerve the tickets for Mr. Smith
4. Did you find the contract you were looking for?
No, I did not find the contract I was looking for
5. Did you remind Miss Lee of her appointment?
I remembered miss Lee of his appointment
6. Did you quote S. T& Sons last week?
No, I did not quote S.T & Sons last week
7. Did you answer his memo dated July 20th?
Reply note dated on July 20
4.4.2. ASK QUESTIONS WITH WH WORDS
1. I asked Mr. Simms about his trip to Cartegena.
How it was his trip to the city of Cartagena Mr. Smith?
2. I saw the advert in The Guardian last weekend.
Where you saw the advertisement last week?
3. We sent a quotation for the computer last june.
How many you mention do we send for the computer of last June?
4. I applied for that job last summer.
Which I work do I request you last summer?
5. I asked Miss Jonson about their last order.
Which is his last order miss Jonson?
6. The ticket cost $2.300.
how much cost the ticket?
7. We met them at 8:45 a.m.
Why at 8:45 a.m.?