DATA ENTRY OPERATOR 3
DEFINITION:
Under the general supervision of Data Entry Operator 4 or other supervisory official, in a state department, institution, or agency or local government agency, performing data entry; uses an alphanumeric keyboard, image scanner, or other data entry input device to enter, edit and/or update data from varied source documents into a prescribed computer system for storage, processing, or data management purposes; performs a variety of complicated data entering and verification assignments and projects; takes the lead over a group of lower-level operators and support personnel; does other related duties as required.
DISTINGUISHING CLASSIFICATION FACTORS
The primary function of this title is data entry and those tasks directly related to data entry. Incumbents spend a majority of time using data entry equipment and software to enter, edit, update, and verify data.
Incumbents at this level function in a lead worker capacity over a group of lower-level operators and support personnel. They may train lower-level operators, answer questions, and prepare work schedules. Incumbents must be intimately familiar with the unit's data entry programs and equipment capabilities.
Positions at this level have a greater responsibility for identifying the source of errors, recognizing a variety of error conditions or patterns and making recommendations for methods to reduce them. They typically spend less time performing data entry or optical scanning and more time performing data verification and other related tasks such as coordinating assignments, completing work forms, and preparing error and other reports.
Work is performed under general supervision. Incumbents are required to frequently exercise independent judgment.
NOTE: The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.
EXAMPLES OF WORK:
Compiles, sorts, and verifies completeness and accuracy of data prior to key entry or scanning.
Operates keyboard, scanning, or other input devices or equipment to transcribe data from standard source documents onto data storage or data processing equipment and/or through direct online hookup with a computer.
Takes the lead and instructs lower-level operators in the proper care and use of equipment.
Completes assignments requiring frequent use of most special function keys or preparation of program controls to perform functions automatically.
Verifies accuracy and completeness of data input by visually checking the screen and correcting noticeable errors, rekeying data, and correcting unmatched entries or utilizing data verification software.
Follows screen commands or instructions when entering, updating, or retrieving specific data.
Reviews and preps hard copy documents for digital image scanner processing.
May operate digital scanning equipment and key data not recognized by scanner.
Utilizes document and image controls and key verifications to capture data or correct scanned images.
May use Optical Character Recognition (OCR) software to convert scanned images of handwritten, typewritten, or printed text into machine-encoded text.
Verifies accuracy of image scans and documents.
Logs and maintains operating production and error rates for each task and type of document imaged.
May check accuracy and completeness of data entry work performed by lower-level operators.
Prioritizes source documents for scanning according to processing schedules.
Handles assigned source documents of numerous data items requiring multiple equivalent entries.
Exercises judgment in completing evaluative tasks and maintains a high degree of accuracy.
Takes the lead over lower-level operators and support personnel.
Identifies cause of discrepancies and/or errors and makes corrections when performing verification to ensure accuracy of entered data including detection and verification of hardware malfunctions.
Responds to error messages and uses appropriate recovery procedures for document or processing failures.
Reviews output for quality, precision, discrepancies, and other problems occurring during scanning operation.
Scans and reconciles data to control totals.
Prepares reports concerning hardware malfunctions.
Loads office equipment with required input or output media.
May search and extract data from computerized records.
Performs a variety of data entry-related clerical duties such as record searching, coding, verification, filing, and logging received and completed assignments for work flow documentation purposes.
Will be required to learn how to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.
REQUIREMENTS:
EXPERIENCE:
Two (2) years of experience in the operation of an electronic data entry input device and/or alphanumeric keyboard to transcribe data into data processing equipment or computer.
SPECIAL NOTE: For positions where speed and volume are a factor, appointees will be required to demonstrate proficiency in keyboarding, typing, and/or document scanning.
LICENSE:
Appointees will be required to possess a driver's license valid in New Jersey only if the operation of vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.
KNOWLEDGE AND ABILITIES:
Knowledge of techniques used to operate standard data entry input equipment, such as an alphanumeric keyboard.
Knowledge of scanning methods used to operate digital imaging equipment.
Knowledge of a variety of command codes.
Ability to transcribe data into an electronic data processing medium.
Ability to prepare source documents for scanning into computer and prioritize according to processing schedules.
Ability to utilize document and image controls to scan documents into computer readable media.
Ability to capture and/or verify all data recording dependent upon application.
Ability to correct scanned images and use document and image controls to verify document indexing.
Ability to scan and reconcile data output to control totals.
Ability to utilize production and control functions and procedures to ensure production deadlines are met.
Ability to respond to error messages and use appropriate recovery procedures for document or processing failures to minimize loss of data.
Ability to review output for quality and precision, and identify and report discrepancies and other problems.
Ability to spot, correct, and determine cause of errors when verifying.
Ability to train new employees in methods of operating data entry machines and other equipment.
Ability to maintain and take the lead on maintenance of records for control of time expended and tasks completed.
Ability to give clear instructions and route prepared data to proper workstation.
Ability to take the lead over data entry unit consisting of lower-level operators.
Ability to apply various data entry formats and routines.
Ability to maintain expected workflow with a high level of accuracy.
Ability to assess work tasks utilizing software command codes and verification procedures.
Ability to organize assigned work and develop effective work methods.
Ability to detect, report, and/or deal with hardware and source input problems.
Ability to communicate well with coworkers and develop and maintain cooperative working relationships with others.
Ability to learn how to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.
Ability to read, write, speak, understand, and communicate in English sufficiently to perform the duties of this position. American Sign Language or Braille may also be considered as acceptable forms of communication.
Persons with mental or physical disabilities are eligible if they can perform the essential functions of the job with or without reasonable accommodation. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.
This job specification is applicable to the following title code:
