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Exam Number : IAAP-CAP
Exam Name : Certified Administrative Professional (CAP)
Vendor Name : IAAP
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IAAP-CAP exam Format | IAAP-CAP Course Contents | IAAP-CAP Course Outline | IAAP-CAP exam Syllabus | IAAP-CAP exam Objectives


The Certified Administrative Professional (CAP) is an NCCA-accredited credential designed specifically for the administrative professional. The NCCA, or National Commission of Certifying Agencies, is the accrediting arm of the Institute for Credentialing Excellence, or ICE, and verifies that the CAP meets national and international credentialing industry standards for certification programs.



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CAP exam Domains & Percentages

Organizational Communications (24%)

Business Writing and Document Production (22%)

Technology and Information Distribution (16%)

Office and Records Management (15%)

Event and Project Management (12%)

Operational Functions (11%)



The CAP® (Certified Administrative Professional) is an NCCA-accredited professional
certification designed for office and administrative professionals. The tasks and
responsibilities of those working in administrative professions are as varied and vast as
the number of firms employing them.

The CAP exam is created using the CAP Body of Knowledge, which is developed
by practicing professionals and business educators conducting a job analysis study
approximately every five years*. The purpose of the study is to collect qualitative and
quantitative data regarding practices conducted by administrative professionals; the
resulting data is reflected in the Body of Knowledge to ensure the CAP exam is clear,
comprehensive, and reflective of current practices.

Under each of the six functional area domains are Performance Outcomes (POs), which
are detailed, measurable competencies based on the most significant knowledge and skills
administrative professionals should know to be successful in their positions. Under each
PO are bullet points tying the competency to specific business and/or office functions.



DOMAIN ONE: ORGANIZATIONAL COMMUNICATION

PO 1: Describe the concepts and applications of communication, management, and leadership models/theories within organizations.

• Identify the various types of communication (written, verbal, nonverbal, interpersonal, group, public) and which is the
most effective for different business situations

• Describe management/leadership theories and how they relate to effective organizational communication

PO 2: Describe the process of effective interaction with internal and external stakeholders of an organization.

• Demonstrate a basic knowledge and proficiency in managing and resolving conflict within an organization

PO 3: Recognize the importance and utilization of professional networking.

• Describe how networking (both in-person and virtual) has changed the way people find jobs and companies recruit new employees

| 3 | Effective Fall 2018 CAP Body of Knowledge

PO 4: Demonstrate an understanding of team dynamics within organizations.

• Identify the different types of teams and describe their purpose

• Describe the specific kinds of dynamics within teams and how they can be managed

• Demonstrate knowledge in effective decision making, communication, and team building

PO 5: Describe the positive and negative types of interpersonal interactions existing within an organization.

• Explain how human motivation affects organizational dynamics

• Demonstrate basic knowledge of the differences between managing and leading

• Explain the dynamics of mentorship and coaching, including the effect on performance

PO 6: Demonstrate knowledge in the techniques of creating and giving presentations.

• Describe how to apply methods of coping with communication anxiety

• Identify the different types of presentations and appropriate usage of each

• Demonstrate knowledge of how to prepare for and deliver a presentation

PO 7: Demonstrate the ability to conduct business with diverse cultures.

• Describe international business practices with regard to cultural norms and rituals

• Demonstrate knowledge of the importance of multicultural communication in todays workplace

PO 8: Demonstrate a basic knowledge in organizational structure, systems, and strategies including their role in

productivity and effective management.

• Describe the parts of a strategic plan and how it affects organization performance

• Define various organization management systems that examine productivity (such as Six Sigma and TQM)

PO 9: Describe how confidentiality, legality, and ethics are important for the functioning of an organization.

• Understand basic employer and employees rights with regard to legality



DOMAIN TWO: BUSINESS WRITING AND DOCUMENT PRODUCTION

PO 1: Demonstrate knowledge of terminology associated with business writing and document production.

• Identify the different functions of correspondence, documents, and reports within an organization

• Describe which method is best for creating and distributing reports and documents within an organization

• Identify best practices for developing business communications such as research, audience analysis, and compositio
n
| 4 | Effective Fall 2018 CAP Body of Knowledge

PO 2: Exhibit proficiency in proofreading and editing documents.

• Demonstrate knowledge of document readability for business communication

• Identify and describe the most important steps when editing and proofreading

• Apply the basics of copy editing for various types of documents

PO 3: Demonstrate proficiency in the use of grammar, spelling, and sentence construction.

• Demonstrate ability to apply basic rules of English grammar, especially spelling, punctuation, capitalization, and

sentence construction

PO 4: Describe the steps required to create and edit different types of business documents.

• Demonstrate an ability to determine and develop materials for the appropriate audience for different types of

business documents

• Exhibit knowledge of which software applications are appropriate to produce common business documents (e.g., MS

Word, Google Docs, Adobe Acrobat)

• Demonstrate proficiency in spreadsheet creation, including simple formulas and data manipulation

• Understand the application and use of presentation software (e.g., MS PowerPoint, Prezi, etc.)

PO 5: Describe the features and tools used in desktop publishing for newsletter, flyers, etc.

• Exhibit knowledge of desktop design software including features and functions

• Identify important aspects of layout and design

• Demonstrate a familiarity with online tools for web publishing

• Recognize basic graphic design tools for office and web publishing

PO 6: Identify the necessary elements needed to create and present effective charts and graphs.

• Demonstrate knowledge of software applications used to create, format, and insert charts, tables, and graphs into

business documents and presentations

PO 7: Identify the important elements necessary for finishing a document (e.g., binding, collation, stapling,

coloring, graphics, etc.)

• Describe the key differences and requirements for electronic versus hard-copy output of documents

PO 8: Demonstrate proficiency in the creation of minutes for meetings.

• Identify how to prepare minutes for a meeting, capturing the essence of agenda items and actions taken



DOMAIN THREE: TECHNOLOGY AND INFORMATION DISTRIBUTION

PO 1: Describe the process of information distribution within an office environment.

• Demonstrate knowledge in how to organize distribution lists for various types of communications

PO 2: Identify the important differences between traditional and electronic distribution of information.

• Demonstrate knowledge and proficiency of different email interface types

• Know which software and technology is available for distributing information

PO 3: Identify copyright laws, regulations regarding intellectual property, and ways to maintain confidentiality

when distributing information.

• Identify proper attribution of quotations from published documents

PO 4: Describe the process and techniques of gathering, compiling, and analyzing data.

• Exhibit knowledge of which software applications are appropriate for compiling, storing, and analyzing data

• Demonstrate a clear understanding of which data are appropriate to collect and why

• Demonstrate a proficiency in creating a well-organized report with regard to organization and data visualization

PO 5: Demonstrate knowledge in the use of the Internet, including social media, as a way of distributing

information.

• Identify and describe the important characteristics of sending email (e.g., etiquette, attachments, formatting, etc.)

• Demonstrate knowledge and proficiency in social media usage and etiquette

• Exhibit knowledge of which social media applications are appropriate for a specific task and how to use them

PO 6: Demonstrate basic knowledge in the installation, maintenance, and troubleshooting of both equipment and

software.

• Identify various computer hardware used in an office

• Demonstrate knowledge of basic office software and functions

• Identify available online resources for equipment and software training and usage

PO 7: Demonstrate basic knowledge in the use of different types of computer systems.

• Identify potential issues with compatibility of different operating systems, such as Microsoft and Apple

PO 8: Describe common ways of storing and transferring data and the types of media appropriate for each.

• Demonstrate knowledge and proficiency in identifying file types and the appropriate ways of converting documents

• Exhibit knowledge of software programs used for document conversion

• Identify and describe common procedures of backing up electronic information and databases, including cloud

storage

PO 9: Explain appropriate security procedures for maintaining, backing up, and storing information.

• Demonstrate knowledge of legal issues regarding the storing of electronic information



DOMAIN FOUR: OFFICE AND RECORDS MANAGEMENT

PO 1: Demonstrate knowledge of basic terminology associated with records management using ARMA Guidelines.

• Prove knowledge of terms such as metadata, records retention, and data archiving

• Demonstrate familiarity with terms used by ARMA and general records management

PO 2: Identify the key advantages and disadvantages of electronic and manual (paper) file management based

on ARMA Guidelines.

• Demonstrate usage of both paper and electronic filing systems as appropriate based on access requirements and

organizational needs

PO 3: Demonstrate knowledge of both electronic and manual (paper) filing rules and standards based on ARMA

Guidelines.

• Describe types of electronic files, naming conventions, options for accessing, and methods of altering information

• Exhibit knowledge of available software, systems, and services for electronic filing

• Describe the different methods for creating, storing, and retaining files

PO 4: Identify the appropriate security for both electronic and manual files.

• Identify the key laws regarding record storage and confidentiality

• Describe both the strengths and weaknesses of types of record and file security

PO 5: Demonstrate knowledge of file retrieval, maintenance, and retention.

• Describe how to develop a record retention schedule for both electronic and paper files

PO 6: Identify appropriate ergonomics for a productive personal workspace.

• Describe the significant elements of workspaces and why they are important to efficient and effective working

conditions

PO 7: Demonstrate knowledge of resources necessary to efficiently manage an office.

• Describe the steps in placing and receiving supply orders

• Describe the process of creating and distributing an RFP (Request for Proposal)

PO 8: Identify the important methods of checking and maintaining office supplies.

• Identify the steps involved in creating inventory lists

• Recognize types of software appropriate for maintaining inventory

PO 9: Demonstrate knowledge of functioning in a virtual office.

• Identify both the advantages and disadvantages of virtual offices versus traditional offices



DOMAIN FIVE: EVENT AND PROJECT MANAGEMENT

PO 1: Demonstrate knowledge of basic terminology associated with event management.

• Identify the necessary elements in planning events ranging from internal meetings to external conferences

PO 2: Demonstrate proficiency in travel preparation.

• Describe the necessary elements for planning and organizing travel, both domestically and internationally

PO 3: Describe the key requirements for meetings both in person and virtual.

• Describe the steps required in the organization and planning of professional meetings

• Exhibit knowledge of which software applications are appropriate for online meetings

PO 4: Demonstrate knowledge in prioritizing and delegating elements of a project from planning to

implementation.

• Identify and describe the important techniques of time management from the planning stage to the implementation of a project

• Demonstrate the ability to identify and evaluate the skills and competencies of others for project delegation

PO 5: Describe the steps required in organizing, planning, and managing a project.

• Demonstrate proficiency in prioritizing and organizing work tasks

• Identify which software and technology tools are appropriate for managing a project

• Demonstrate knowledge of negotiating, budget review, and bill explanation when organizing a project



DOMAIN SIX: OPERATIONAL FUNCTIONS

PO 1: Demonstrate knowledge in the duties and processes of human resources.

• Identify different forms of harassment in the workplace

• Describe the ways to address employee situations professionally and legally

• Identify approaches to and the importance of following organizational policies and procedures

• Demonstrate knowledge of and purpose for performance evaluations

PO 2: Describe the various methods of recruitment, staffing, and hiring practices.

• Define different interview types and processes

• Demonstrate the ability to determine the staffing requirements of an organization

| 8 | Effective Fall 2018 CAP Body of Knowledge

PO 3: Recognize why cultural and generational diversity is important for organizations.

• Describe how differing cultural and generational perspectives can benefit an organization

• Identify what should be included in diversity training within an organization

PO 4: Demonstrate a basic knowledge of the procedures involved in onboarding and offboarding employees

within organizations.

• Describe the process of scheduling orientation and completing required paperwork

PO 5: Identify basic terminology associated with the financial functions of the organization.

• Distinguish between terms such as assets, liabilities, overhead, and balance sheet

• Describe the key differences between a budget, a profit and loss statement, and a statement of cash flow

PO 6: Demonstrate a knowledge of budgets and financial statements.

• Describe how to track electronic credits and debits on bank statements

• Demonstrate a proficiency in how to read a financial statement

• Describe the process of creating, tracking, and balancing a budget

• Identify the procedures and management of handling petty cash

PO 7: Identify important elements of the banking process and transactions.

• Identify the appropriate forms for depositing, withdrawing, and transferring cash

• Describe how to record, report, and document cash and checks

• Describe safe and secure money-handling procedures



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IAAP Administrative exam Questions

 

Prepare for the CCST Exam

  • The correct answer is D, A/D converter. A digital controller requires a digital signal as its input. A 4-20 mA transmitter outputs an analog signal. Therefore, a device to convert an analog (A) signal to a digital (D) is required. This class of device is referred to as an A/D converter.

    An I/P transducer is used to convert an analog current (I) signal to a pneumatic (P) signal, as for actuation of final control elements. A P/I transducer is used to convert a pneumatic signal (P) to an analog current (I) signal, as for a pneumatic transmitter in a programmable logic controller loop. A DP transmitter is a differential pressure transmitter, which can output a pneumatic, an analog, or a digital signal, depending on the model of transmitter used.

    Reference: Goettsche, L.D. (Editor), Maintenance of Instruments and Systems, Second Edition, ISA, 2005.

  • The correct answer is C, "sample conditioning system." Answers A and C are items not generally associated with extractive field analyzers. Capillary tubes are used for collecting small samples (water, for instance) from a larger container. There are special capillary tubes that can be used in the analyzer chamber of a gas chromatograph, but they are not constructed from glass. Smooth-walled pipe is important for reducing friction losses in piping systems.

    A sample probe calibration system is important to the overall function and maintenance of an extractive field analyzer. However, these systems are not used to prepare the sample for analysis, but rather to provide a mechanism to verify and maintain analyzer performance.

    A sample conditioning system can contain devices, such as filters, demisters, flow regulators, and heaters. sample conditioning systems are used to bring the sample to the ideal process conditions for accurate measurement in the analyzer itself. The sample conditioning system can be a key maintenance item in an analyzer system, since each device needs to be calibrated, cleaned, etc.

    Reference: Goettsche, L.D. (Editor), Maintenance of Instruments and Systems, Second Edition, ISA, 2005.

  • The correct answer is B, "equal to." In order for air to be discharged from the end of a bubbler purge tube, the air pressure in the tube must be equal to (or higher than) the pressure exerted by the liquid head in the tank.

    As the tank level is decreased, the liquid head pressure at the tip of the purge tube decreases, and more bubbles per unit of time can escape. The corresponding reduction in pressure in the purge tube is proportional to the level in the tank. Therefore, the point at which the liquid head pressure and the purge tube pressure are equal is the highest level (URV = 100%) that the device will measure.

    Reference: Goettsche, L.D. (Editor), Maintenance of Instruments and Systems, Second Edition, ISA, 2005.

  • The correct answer is A, "51 K ohms ± 5%."

    The four-color band coding is:Color    Value    MultiplierBlack    0    1Brown    1    10Red    2    100Orange    3    1000Yellow    4    10 KGreen    5    100KBlue    6    1 MViolet    7    10 MGray    8     White    9     Gold    ± 5%    0.1Silver    ± 10%    0.01

    So a resistor with four bands, green-brown-orange-gold, has a value of: 5 1 x 1000 ± 5% or 51 KΩ.

    Reference: Goettsche, L.D. (Editor), Maintenance of Instruments and Systems, Second Edition, ISA, 2005.

  • The correct answer is D, series and energized. To measure current, you must connect the two leads of the ammeter in the circuit so that the current flows through the ammeter. In other words, the ammeter must become a part of the circuit itself. The only way to measure the current flowing through a simple circuit is to insert your ammeter into the circuit (in series) with the circuit energized.

    Reference: Goettsche, L.D. (Editor), Maintenance of Instruments and Systems, Second Edition, ISA, 2005.

  • The correct answer is A; it prevents the formation of a second temperature measurement junction.

    A thermocouple measurement junction is formed wherever two dissimilar metals are joined. KX-type thermocouple extension wire is made of the same metals as the K-type thermocouple (chromel and alumel). When extending the thermocouple leads with an extension wire back to the control system input card, KX thermocouple extension wire must be used, and the chromel wire and the alumel wire must be joined to the wire of the same metal in the extension cable. If JX or another type of extension wire is used, another measurement junction is formed. For instance, if JX extension cable is used in the example in this problem, the point where the iron and chromel wires are joined would form another thermocouple. This will negatively affect the intended measurement signal. Proper installation of thermocouple extension wires also requires special terminal blocks to prevent additional junctions from being formed.

    Reference: Goettsche, L.D. (Editor), Maintenance of Instruments and Systems, Second Edition, ISA, 2005.

  • The correct answer is B, "hydraulic actuation." Although many pneumatic actuators can provide a large force, they require either a large diaphragm area (in the case of a diaphragm actuator) or a large cylinder (in the case of a rack and pinion actuator).

    Hydraulic actuators are driven by a high-pressure fluid (up to 4,000 psig) that can be delivered to the actuator by a pump that is remote from the actuator itself. Hydraulic cylinders can deliver up to 25 times more force than a pneumatic cylinder of the same size.

    Manual actuation is accomplished by turning a valve handle, and is limited to the amount of force that an operator can exert on the lever or hand wheel.

    Electric actuation delivers high torques for rotary-style valves, but electric actuators tend to be large and heavy compared to hydraulic actuators.

    Reference: Goettsche, L.D. (Editor), Maintenance of Instruments and Systems, Second Edition, ISA, 2005.

  • The correct answer is D; they measure pressure by sensing the deflection of the diaphragm. For most pressure applications, changes in pressure are detected by the change in deflection of a measuring diaphragm.

    The deflection is converted into an electrical signal (voltage) by a piezoelectric or capacitance device. The small electrical current is converted to a standard signal (e.g., 4-20 mA or a digital signal) by a transmitter. Therefore, answer B is not correct.

    Answer A is not correct, because pressure sensors can measure very small pressure changes (inches of water) and in some cases, millimeters of water.

    Pressure measurement devices are not affected by volume, since they are measuring force over an area only. Many pressure sensors are sensitive to temperature (capillary tubes are filled with fluids that can expand with temperature). Therefore, answer C is not correct.

    Reference: Goettsche, L.D. (Editor), Maintenance of Instruments and Systems, Second Edition, ISA, 2005.

  • The correct answer is C, "Gather information about the problem." Once a problem is identified, data must be gathered and analyzed to determine a viable set of potential actions and solutions.

    The logical analysis troubleshooting method consists of (in order):1. Identify and define the problem.2. Gather information about the problem.3. Evaluate the information/data.4. Propose a solution or develop a test.5. Implement the solution or conduct the test.6. Evaluate the results of the solution or test.7. If the problem is not resolved, reiterate until the problem is found and resolved.8. If the problem is resolved: document, store/file, and send to the appropriate department for follow up if required.

    Reference: Goettsche, L.D. (Editor), Maintenance of Instruments and Systems, Second Edition, ISA, 2005.

  • The correct answer is B, “location, elevation, and tag number.” Instrument location plans are most often used to support new plant installations and supply the installer information about the real physical location of the installation of an instrument, the elevation of installation (at grade, on a platform, at what height on a process line, etc.), and the tag number of the instrument to be installed.

    Specification numbers (part of answers C and D) are usually indicated on instrument lists and instrument installation details. Wiring plans (part of answer A) are typically shown on conduit and wiring schedules or cabling diagrams. Although these details are useful in the installation of a plant, they are not part of the instrument installation plans.

    Reference: Goettsche, L.D. (Editor), Maintenance of Instruments and Systems, Second Edition, ISA, 2005.


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