MARILYN WALTON : President, Certified Professional Secretaries, Orange Empire chapter
Twenty years ago, Marilyn Walton was a secretary with Monsanto’s Chemical Group in Laguna Hills. Now, as her business card states, Walton is a Certified Professional Secretary--the highest designation a secretary can achieve. Walton is a board member and president of Professional Secretaries International’s Orange Empire chapter, which includes central Orange County. There are also chapters in north and south Orange County. Walton recently discussed the changing role of secretaries with Times staff writer Greg Johnson.
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What type of training do you suggest for would-be secretaries?
In order to have the competitive edge, one must have basic secretarial skills, computer software knowledge, teamwork, interpersonal communication and leadership skills. Time-management, accounting, budgeting and purchasing skills also are important. Continuing education is important to keep up with the changing environment. Being a member of a professional association, such as Professional Secretaries International, will help in continuing your career growth and aid in your personal and professional development.
Do secretaries simply do typing and filing?
Secretaries today play a greater role in managing their offices. We are coordinators, assistants, supervisors, facilitators and are often involved in management decisions. Teamwork, knowledge of accounting, budgeting and purchasing (are helpful), we must have company and business knowledge and many times we participate in Total Quality Management teams.
Have salaries advanced in keeping with other corporate positions?
Unfortunately, no. With many companies downsizing, secretaries and other administrative support staff are given more responsibilities. While salaries are improving, recognition of the increased responsibilities and advanced skills required for our profession have not been fully achieved.
How does one become a Certified Professional Secretary?
A Certified Professional Secretary (CPS) is one who has met a combination of education and work experience and has passed the CPS exam. The CPS rating is the most prestigious designation offered to secretaries. The CPS examination is administered by the Institute for Certification . . . in May and November at selected colleges and business schools. It is a two-day, six-part examination which consists of behavioral science in business, business law, economics and management, accounting, office administration and communication and office technology.
Is technology helping secretaries to do more work?
Yes. Most companies are offering training programs or encourage attendance at seminars for various software programs. Today we are able to do our jobs quicker, but we are doing more. Besides word processing, we are working with other programs such as spreadsheets, presentations and E-Mail, to name a few.
Do you still do shorthand?
Years ago, we could spend hours each day on shorthand. But today, all the people I support have lap-top computers. But I’m glad I know how to do it. It’s very useful.
What about your career and education?
Well, I’ve been with Monsanto for 20 years. I took classes at Fullerton College for two semesters, but I don’t have a degree. One of my goals is that I’m going to pursue a degree. I have been a Certified Professional Secretary since 1989.
What do you do during a typical day?
I’m secretary to the western regional sales manager, and I support from four to six people. I’m in the plastics division, which encompasses 11 western states. But I’ve also worked in different areas and divisions of companies over the years.
During a typical day I put on very many hats, a lot of hats. People might have urgent, priority things that need to be done. So other (planned) things might not get done. Presentations need to be done for meetings, or maybe for a pricing proposal. Part of it might go on WordPerfect, some of it might have to go on Harvard Graphics (a software program). You work on projects, you might have to do something for someone out of our world headquarters in St. Louis.
Secretaries seem to do so many different things. Do you need a new title?
Some are executive secretaries, others are coordinators. There are assistants, administrative assistants. We do want people to look at what we do and all of our skills. Sometimes, a different title does give a person a little more area of responsibility. Today, there are a lot of different titles, but we all basically do the same kinds of things.
What does certification mean to you?
I look at it more from an internal point of view. When I sat for the CPS exam I did it strictly because it’s what I wanted to do for myself. I didn’t get a raise out of it or a promotion. But it gave me a lot of confidence. I’m proud of myself and the occupation I’m in. I feel it did help me to do my job better.
I view myself differently today. I view myself more professionally and that reflects on how I do my job.
The benefits are there externally and internally.
Why don’t more secretaries join?
In today’s (economic) times, if companies don’t support personnel, financially, they might not have the money (to join). I think it’s a small investment for a big return.
Does the “secretary” stereotype still exist?
When I go get coffee for someone today, it’s because I want to go get it for them, not because it’s expected of me to go get it. And they know that. That’s changed a lot. In old times, that was kind of part of the job.
On how secretaries are viewed . . .
“We are considered today as part of the team. That’s real important. In past years we weren’t made a part of it. We’re included in management decisions and what goes on in the office.”
On added responsibilities . . .
“Secretaries are being empowered. We need to be able to take the initiative and be self-motivated, to make decisions--but all within the scope of our authority, of course.
“The people I work with and support at Monsanto don’t view me as a stereotype. I work with them. We’re team players, we’re part of the team.”
On salaries . . .
“I think it’s just slow in coming. It’s not something that’s happening overnight for us.”
On what the PSI does . . .
“We enhance the image of what we have to offer as professionals to our companies.”
