IAAP – CPS Test
The International Association of Administrative Professionals (IAAP) offers Certified Professional Secretary (CPS) assessments for certification purposes. Becoming certified is a way to demonstrate commitment and professionalism. An administrative professional is a person that is accountable for doing administrative jobs, manages data in order to support the staff and workplace, and wants to become more proficient (both personally and professionally) in the field. IAAP’s core values include integrity, encouragement, leadership, loyalty, professionalism, relevance, pride, connection and individual importance.
- A bachelor’s degree and two years of professional administrative work experience, OR
- Associate’s degree and three years of professional administrative work experience, OR
- No college degree and four years of professional administrative work experience.
Candidates must provide documentation of an academic degree and/or work experience, which must have been in the past 15 years. A resume is not adequate proof.
The three-section test is criterion-referenced with multiple-choice questions, and the outcome will be either pass or fail. The first time a candidate attempts the test, he or she has to take all three sections. If a candidate is unsuccessful on one or more of the sections, he or she may try the test again up to six times in three years. The sections of the test are as follows:
- Office Systems and Technology – approximately 175 questions to complete in 2 ¼ hours, as follows:
- Computer Hardware, Systems, and Configuration – 12%
- Document Layout, Design, and Reproduction – 16%
- Software – 60%
- Managing Physical Resources – 12%
- Office Administration- approximately 175 questions to complete in 2 ¼ hours, as follows:
- Records Management – 28%
- Communication – 72%
- Human Resources – 48%
- Accounting Procedures and Analysis – 16%
- Time Management – 12%
- Communication – 24%
The items on the assessment have been created to gauge the following:
- Fundamental familiarity with information and vocabulary
- Understanding of ideas, measures and philosophy
- Use of ideas
IAAP – CPS Test Practice Questions
1. Input, remote access, multiprogramming, multiprocessing, multitasking, online, interactive, time sharing and networking are:
A. Methods of storing information
B. Modes of operation
C. Ways in which information stored as bytes can be efficiently shared
D. Information systems
2. Which type of program will most likely depend upon a video card’s 3D acceleration?
C. Adobe Reader
3. Kerning and tracking refer to:
A. Types of columns
B. Headline styles
C. Design theories
D. Space between textual elements
4. Processor speed, RAM, video card and space on the hard drive collectively compose a computer’s:
B. Tech specs
C. All the above
5. Justifying a text means:
A. Rewriting the essential meaning in simpler language
B. Defending its primary points
C. Formatting text with visually straight left and right margins
D. Formatting documents to avoid single lines printing at the top or bottom
6. In order to be a complete sentence, a statement must contain:
A. A subject and a predicate
B. A clause
C. A noun
D. A preposition
7. In order to best communicate a written message, a well designed brochure will:
A. Contain detailed information
B. Offer vivid graphics in all non-text areas
C. Contain sufficient blank space
D. Be printed in a large, easy to see font
8. The company newsletter contains a brief description that initially appeared in a collector’s magazine with a circulation of less than 500 in 1990. The material contains no copyright notice. Must permission be obtained to include it?
A. Yes. Anything published after 1954, regardless of notice, is protected by copyright law.
B. No. Authors or publishers must protect their ownership by with copyright, and place public notice on all affected documents.
C. No. After 20 years, it enters into public domain.
D. Yes. Copyright notice is not required to protect original work that was produced after April 1989.
9. A central processor unit is composed of:
C. Control circuitry
D. All the above
10. When using the internet to send business related email, professional protocol dictates the importance of:
A. Employing the most up to date acronyms to keep emails short and to the point
B. Always emailing an acknowledgement and thanks to a sender who has provided requested information
C. Avoiding the use of internet slang or initials
D. None of the above; the internet is not a proper channel for business communication
1. B:Input operations can be handled with batch processing or online input. Batch processing permits the computer to store information in an identical order in which it is input. Online input is broken into smaller units which are stored wherever there is space. With remote access, information stored on a mainframe can be available regardless of location. Sometimes it’s important to have access to two types of programs simultaneously; multiprogramming supports this, whereas multiprocessing provides dual central processors. Some computers have only a single processor but are still able to allow multiple programs to be operational; this is called multitasking. A number of individual users who share a single machine or system that has limited access must time share to guarantee all users have sufficient access. Networking permits linking a number of computers in order to share information among them.
2. A: AutoCAD is a Computer Aided Design or Computer Aided Drafting (CAD) software application that is extensively used in 2D and 3D design and drafting. Engineers, architects, interior designers, landscape architects and designers, and a host of others have taken advantage of its host of possibilities. AutoCAD, which was first offered in 1982, was an early competitor and was successful in part because it was designed to work with personal computers at a time when other CAD software operated on graphics terminals that were linked to computer mainframes. AutoCAD has grown exponentially from its early, more primitive offerings of geometric forms in combination with text to its current abilities, which include solid modeling and 3D tools.
3. D. Some layout designs would have a better appearance if the space between letters is either extended or condensed. Two methods of adjusting space between textual elements are called kerning and tracking. When a layout designer applies kerning, she is focused on the spatial relationship of just two letters. For example, if she is designing a page which features a drop cap in one typeface in the title, followed by the remainder of the title in a different size and font, she might need to adjust the automatic default spacing between the drop cap and the next letter to make it more legible or more aesthetically attractive. Like kerning, tracking is concerned with the space between letters. Tracking focuses not on the spatial relationship between one pair of letters, but between all the letters in a selected text block, adjusting each letter in relation to all other letters for a uniform, consistent appearance.
4. C: Computer configuration describes a machine’s technical specifications. The speed and number of processors, how much RAM, the amount of space on the hard drive, and the type of video card are all essential elements in a computer’s configuration. Variations in these elements will determine the speed at which a computer is able to process, display or store information.
5. C: A justified text presents visually ‘clean’ margins on both the left and right sides. Justified documents give a professional or more sophisticated appearance, and are found in newspapers, magazines, and many books. It is important to examine a justified document carefully, especially those which include many long words; in order to create straight right side margins, space is added to or taken away from letters in a word or words on a line. Longer words might therefore appear to be oddly stretched out or overly condensed, making the text difficult to read.
6. A: According to the rules of grammar, a sentence need contain only a subject and a predicate. She sang is a complete sentence; ‘she’ is the subject, and ‘sang’, the predicate (verb phrase). A clause is set aside by commas, and cannot stand as a sentence on its own. Sentences can, of course, contain one or more clauses; the more sophisticated the writing, the more likely this is. While sentences also must contain a noun or pronoun (because the subject will be a noun or pronoun), a verb is also needed. Prepositions name spatial or temporal relationships. While many communications require prepositions such as ‘on, in, above, toward, later’ in order to clearly communicate a message, they are not a necessary part of a grammatically correct sentence.
7. C: Just as a listener needs silence between words in order to determine where one word ends and another begins and silence after a message has been conveyed to absorb and understand it, a brochure needs sufficient space between text or image blocks to allow the reader to absorb the information being offered. Brochures are not designed to contain all possible information on a particular topic; they are often advertising pieces that provide only the information needed to give a basic understanding. While brochures are graphically oriented and use vivid or colorful images to illustrate concepts in the text or to enhance readability, it is never a good idea to cram all empty areas full of images for their own sakes. It is also important to use a font that is comfortably readable, but not one that is so large as to be out of proportion to the page.
8. D: Any original works that were produced after April 1989 are considered to be automatically copyrighted, regardless of whether or not they have actually appeared in published form. While placing a copyright notice on such works may discourage others from using them without permission, such notices are not required in order to protect the work from copyright infringement. The circulation of the document in which the original work appeared has no bearing upon whether or not a work is protected against copyright infringement.
9. D: A CPU’s registers, arithmetic/ logic unit (ALU) and control circuitry are interconnected elements that function together within the CPU. There are a number of registers, or temporary storage units, that contribute to a CPU’s functionality. While certain registers, for example the instruction register or program counter, are devoted to specific functions, others, like the accumulator, are designed to be used for a number of purposes. The arithmetic/ logic unit is dedicated to performing the binary data’s logical and arithmetic operations. The ALU adder combines registers, and is capable of providing a host of manipulations, including Boolean logic as well as shift capabilities. The control circuitry is responsible for keeping processing events properly sequenced, as well as responding to wait requests or interrupts from outside the CPU, jump to a specific set of actions, and return to the program.
10. C: Email can be a method of quickly relaying information, setting up meetings, or other brief business related correspondences, but it’s important to follow the rules of netiquette. It is common for internet users, particularly younger ones, to employ texting abbreviations in the body of their emails. While this may be acceptable for personal or social email, it is highly improper for business emails both because it suggests informality, and because business people who do not frequently text may be forced to ask for clarification; this can lead to either embarrassment or irritation, as well as wasted time. It’s also important that users of email carefully review and edit their messages. While misspelling, incorrect grammar use and incorrect punctuation may not be seen as problematic in social emails, they must be avoided in professional ones. Otherwise, they give the impression of carelessness or lack of concern.