DATA ENTRY MACHINE OPERATOR

Code: 04649 Local Competitive

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Definition

Under supervision, uses an alphanumeric keyboard or other data entry device to transcribe data from source documents into a data storage equipment or directly into a computer; updates, edits, retrieves, verifies, and corrects data in accord with appropriate procedures and documentation; may operate image scanning equipment; does other related duties.

<b>UNIQUE OR DISTINGUISHING TASKS/CLASSIFICATION FACTORS</b> The primary function of this title is data entry; and only those other duties which are directly related to data entry. Specifically excluded, on other than an incidental basis, are such functions as answering telephones, sorting and distributing mail, serving customers, and other unrelated general clerical tasks.

Examples of work

• Receives detailed written and/or oral instructions on procedures and methods in using coded source documents and/or special keying information to properly key in data.
• Operates an electronic key entry device or alphanumeric keyboard by depressing appropriate keys to enter data from coded source documents onto a data storage or data processing equipment and/or through direct online hookup with a computer.
• Visually scans source documents for specific information such as dates, new account numbers, and vendor numbers to enter the appropriate data into the terminal.
• Responds to display screen inquiries by following prescribed procedures and methods as provided by format to enter, update, or retrieve specific data for assignments.
• Verifies data that has been entered by sight checking the screen and correcting any error, or by rekeying the data from source documents and correcting any entries that do not match to ensure accuracy of input.
• Reviews and preps hard copy documents for processing through Digital image scanners.
• May operate digital scanning equipment.
• Utilizes document and image controls and key verifications to correct scanned images.
• Verifies accuracy of image scans and documents indexing, as necessary, to maintain integrity of batches against inquiry screen options.
• Maintains operating production and error rates established for each task and type of document imaged.
• Detects hardware malfunctions and notifies supervisor.
• Performs a variety of clerical duties such as record searching, verification, filing, and logging of assignments received and completed to complete work flow documentation.
• Will be required to learn to utilize various types of electronic and/or manual recording and computerized information system used by the agency, office, or related units.

Experience

Six (6) months of experience in the operation of an electronic data entry device and/or use of alphanumeric keyboard to transcribe data into data processing equipment or computer.

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, skills and abilities

• Knowledge of techniques used to operate an electronic data entry device.
• Knowledge and understanding of a variety of command codes.
• Ability to transcribe data into an electronic data processing medium.
• Ability to assess work tasks and exercise judgment in successfully completing the tasks utilizing software command codes and verification procedures.
• Ability to detect and report hardware and source input problems.
• Ability to utilize document and image controls to scan documents into a computer readable media.
• Ability to prepare documents for scanning into computer.
• Ability to correct scanned images and verifies document indexing utilizing document and image controls.
• Ability to index documents involving entering data into specified fields.
• Ability to scan and reconcile data output to control totals.
• Ability to maintain an expected workflow while sustaining a high level of accuracy and thoroughness.
• Ability to maintain records for control of time expended and tasks completed.
• Ability to learn quickly from oral and written explanation and from demonstration.
• Ability to remember, follow, and apply basic written and/or oral operating instructions of recurring assignments.
• Ability to recognize the source documents used and to associate those documents with the appropriate key entry procedure.
• Ability to perform simple clerical work such as filing and tallying counts.
• Ability to maintain accuracy in performing repetitive work where speed and accuracy are of prime importance.
• Ability to learn to utilize various types of electronic and/or manual recording and information systems used by the agency, office, or related units.
• Ability to read, write, speak, understand, or 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 as long as 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.

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.

Successful completion of an acceptable Data Entry Operator course of training may be substituted for the required experience.