How Do I Become a Certified Professional Secretary
Secretaries are business administration professionals who manage office activities and perform various clerical duties. With a combination of experience and education, they may be eligible for the Certified Professional Secretary designation offered by the International Association of Administrative Professionals (IAAP).
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Step 1: Meet Eligibility Requirements
Candidates for IAAP's Certified Professional Secretary (CPS) designation who do not hold college degrees must have at least four years of administrative experience (www.iaap-hq.org). Those with three years of experience and an associate's degree or two years of experience and a bachelor's degree also qualify. Administrative experience should be from the last 15 years, and applicants must have held at least one position for longer than 12 months in the past five years. Those who complete the certification process without the proper experience and education have up to six years to meet the eligibility requirements.
Secretaries who decide to supplement experience with education may choose to earn undergraduate degrees in business or office administration. Bachelor's degree programs in business administration, for example, equip students with the clerical and business management skills necessary for the occupation. Courses may include information systems, finance, business communication, marketing principles, human resources, accounting and business strategy.
Step 2: Apply for Certification
Secretaries can apply for the CPS designation by filling out an application form. They must provide letters from employers and college transcripts if applicable to verify experience and education qualifications. The cost of applying for CPS certification includes a $50 processing fee and $160 examination fee for IAAP members. Non-members are charged an $85 processing fee and $250 examination fee. Those who apply after the submission deadline are charged an additional $50 penalty.
Step 3: Pass the Certification Exam
The CPS exam is administered twice each year on the first Saturday of May and November. The exam is divided into three parts that cover office technology, administration and management. The questions are multiple-choice and assess basic knowledge, theory and practical skills. The IAAP offers a review guide that details the exam's subject matter and lists a bibliography of textbooks used to compile the exam. The IAAP suggests that candidates begin to prepare for the exam 2-4 weeks in advance and study for each section at least 8-10 hours per week. Some schools and businesses offer review courses that prepare candidates for the CPS exam.
Step 4: Maintain Certification
The CPS credential expires every five years. To maintain the credential, secretaries must earn 60 recertification points within the 5-year period. These points can be earned through continuing education directly related to business administration, such as seminars or courses in computer software, business law or time management. One hour of education equals one point, and one college credit equals ten points. Students may also earn five points for each additional, professional certification earned and each leadership position held within an IAAP-approved committee.
