PRINCIPAL DATA ENTRY MACHINE OPERATOR

Code: 05178 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 direction, operates an alphanumeric keyboard or other data entry device to perform a variety of complicated data entering and verifying assignments, works from standardized and non-standardized source documents that require variations in the entries to be made, and may take the lead over a group of Data Entry Machine Operators on a regular and recurring basis or may serve as a shift leader or may supervise a small unit of operators and support personnel; may operate image scanning equipment; does related work as required.

Examples of work

• Operates an electronic key-entry device by depressing appropriate keys and follows written instructions which involve numerous special procedures for processing data in different forms to determine the number and kind of entries to be made.
• Supervises the work operations and/or functional programs and has responsibility for effectively recommending the hiring, firing, promoting, demoting, and/or disciplining of employees.
• Receives assignments that require frequent use of all or most of the special function keys or the preparation of program controls to perform the functions automatically so as to complete the assigned tasks.
• Scans and reconciles data to control totals.
• Edits, updates, retrieves, verifies, and corrects data.
• Receives assignments which involve source documents that have a variety of characteristics such as those that contain numerous data items to be entered and require a number of equivalent entries, and so forth, to complete the assigned tasks.
• Exercises optimum personal judgment in completing evaluative tasks and maintains a high degree of accuracy.
• Identifies the cause of discrepancies and/or errors and makes appropriate corrections when performing verification to ensure the accuracy of the data entered, including the detection and verification of hardware malfunctions.
• Prepares reports concerning hardware malfunctions.
• Explains work requirements, methods, and procedures to other operators and clerical support staff, giving special instructions on difficult or different operations and answering questions about the work to ensure that the assigned tasks are understood.
• Performs job setup for other operations.
• Plans management of own workload such as examining work needed to be done, setting work priorities and deadlines, and so forth, to complete assignments in a timely and efficient manner.
• Keeps in touch with the status and progress of work performed by other operators and makes day-to-day adjustments in accord with established priorities, obtaining assistance from the supervisor on problems that may arise such as backlogs which cannot be disposed of promptly, and so forth, to ensure that work is out in a timely manner.
• Distributes and balances the workload among employees in accord with established work flow or job specialization to ensure timely accomplishment of assigned workload and/or ensure that each employee has enough work to keep busy.
• Resolves informal complaints of subordinate employees, consulting with higher levels of supervision as appropriate for information to correct the unsatisfactory condition.
• Maintains records of work accomplishments and time expended and performs a variety of clerical duties such as record searching, coding, filing, converting data, an so forth, to complete the work flow assignments.
• Will be required to learn to utilize various types of electronic and/or manual recording and computerized information systems used by the agency, office, or related units.

Experience

Two (2) years 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 a vehicle, rather than employee mobility, is necessary to perform the essential duties of the position.

Knowledge, skills and abilities

• Knowledge of the operations and limitations of data entry devices in general.
• Knowledge and understanding of a variety of command codes.
• Ability to learn and apply a variety of detailed procedural instructions.
• Ability to remember a variety of data entry procedures.
• Ability to spot, correct, and determine causes of errors when verifying.
• Ability to train new employees in methods of operating data entry devices and other equipment and in the methods used in the unit.
• Ability to learn quickly from oral or written directions or demonstrations.
• Ability to maintain and to supervise maintenance of records for control of time expended and tasks completed.
• Ability to give clear instructions and to see that prepared data is properly routed to the proper work station.
• Ability to see that an even flow of work is maintained and to coordinate the key entry activities with other activities of the unit.
• Ability to transcribe data into an electronic data processing medium.
• Ability to supervise a data processing unit if necessary.
• Ability to maintain an expected workflow while sustaining a high level of accuracy and thoroughness.
• Ability to assess work tasks and exercise judgment in successfully completing them, utilizing software command codes and verification procedures.
• Ability to detect, report, and/or deal with hardware and source input problems.
• 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 a computer readable media.
• Ability to capture and/or verify all data recording depending upon application.
• Ability to correct scanned images and verify 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 respond to error messages and select the appropriate document recovery option to recover documents.
• Ability to perform with dependability and exactness.
• Ability to follow instructions and perform duties with dependability and accuracy.
• Ability to communicate well with coworkers and to develop and maintain cooperative working relationships with others.
• 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 definition and 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.

<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.