Data Entry Operator Grade A

Clerical and Technical generic job description

Family: Data Processing
Job Code: 552

Representative duties:

Logs and codes data according to prescribed standards. Inputs data into computer system
Verifies recorded information to ensure accuracy and completeness of data. Identifies and corrects errors
Updates files and records. Creates back-up files
Operates computers and office equipment
Assembles, batches, and distributes data
Oversees and instructs support staff
Performs additional functions incidental to data entry activities

The job duties listed above are representative and characteristic of the duties required and the level of the work performed in the job title. The duties will vary from incumbent to incumbent in the job title.

Required knowledge:

General knowledge, high school level; detailed but narrow work-related knowledge
Limited acquaintance with business, accounting, or commercial procedures
Limited acquaintance with University organizational policies and procedures

Required skills:

Extracts and compiles a narrow range of data from written sources, from individuals by asking set questions, or from one or several given data bases; coding based on prescribed, simple standards
Files already labeled material using a straightforward alphabetical, numerical or chronological system
Understands non-routine notes, written instructions, and general policy statements
Writes short informal notes, fills out simple forms
Regular, skilled use of more complex machines including word processors and personal computers

Office and administrative skills:

Keyboard forms, labels, and other simple material
Enters and retrieves data from semi-finished source documents on a personal computer, requiring both some interpretation of the source document and a basic understanding of software parameters
Schedules appointments in allotted times
Screens and refers callers and visitors to the appropriate individual

Experience, education and formal training:

One year of related work experience and a high school level education, or an equivalent combination of experience and education

Complexity and organization:

Limited variety of job tasks requiring coordinating steps/procedures

Interpersonal relations:

Some involvement outside immediate work unit
Offers or obtains basic information or provides assistance on general matters
Understands and conveys simple messages and instructions verbally

Supervisory guidelines:

Work is closely reviewed for adequacy and accuracy daily
Supervisor and incumbent plan assign and schedule work jointly
Instruction provided only in new situations, methods, procedures that are not clearly related to existing tasks and duties

Independent judgment:

Established procedures/policies govern most work situations
Little opportunity to exercise independent judgment or initiative
Problems solved by choosing solutions from among several alternatives that are not necessarily governed by established procedures

Leadership responsibility:

Occasionally provides general orientation to routine procedures/policies
Sometimes distributes and monitors work

Impact and consequence of error:

Work affects outside immediate work unit, but rarely outside the University
Errors are somewhat difficult to recognize and correct and only affect own work

Working conditions:

Ongoing possibility of safety risks
Occasional conflicting demands, time pressures, deadlines, or emergencies
Regular sustained concentration
Considerable physical effort or a high degree of fine finger or hand dexterity

Example 1

General purpose:

We are seeking a highly motivated, exceptionally organized individual to join our psychiatric research group. Reporting to the laboratory manager, this position will assist in the data entry and maintenance of multiple research databases for our ongoing studies of childhood psychiatric disorders.

Essential duties of position:

For data obtained from multiple sources including sample logging sheets and psychiatric research instruments, complete accurate logging, coding, and entry into multiple research databases. Data will be entered into Microsoft Excel spread sheets and internally developed Microsoft FoxPro or Access database applications
Review logs and database for discrepancies. Create a list of discrepancies and receive direction on how and where to look to obtain correct information. Update databases with corrected information
Attend weekly staff meetings to give ongoing progress reports on data entry activities

Education and training:

One year of related work experience and a high school level education; or an equivalent combination of experience and education
Experience with database and spreadsheet applications such a Microsoft FoxPro and Microsoft Excel

Skills and abilities:

Excellent organizational skills
Excellent communication skills both written and verbal

Example 2

General purpose:

Under the general direction and the supervision of the Managed Care Coordinator/Supervisor the Account Assistant is primarily responsible for maintaining the Provider/Patient Inquiry Form System.

Essential duties of the position:

Responsible for collecting the Provider/Patient Inquiry Form from the designated areas and the data entry of all information off the Provider/Patient Inquiry Form. Send information to approximately 17 clinical departments daily, and maintain filing of all corresponding data
Enter data on all Provider/Patient Inquiry forms into the maintenance screen and file original forms. Gather all returned Provider/Patient Inquiry Forms from the departments off the fax machine and enter resolutions into the system
Distribute all returned Patient Inquiry Forms as indicated on the forms to the appropriate staff member and/or team
Responsible for running the Outstanding Patient Inquiry Forms Report daily and sending by interoffice mail to the departments Administrator
Maintain accurate filing of all Provider/Patient Inquiry Forms for further access
Report to Coordinator/Supervisor any Provider/Patient Inquiry Form related problems encountered

Education and training:

One year of related work experience and a high school level education; or an equivalent combination of experience and education

Skills and abilities:

Keyboarding skills (40-59 wpm)
Well organized, work independently with a high volume of accounts and ability to work under pressure
Good command of English grammar (written and verbal)
Enjoy working with people
Preferred: Data Entry Experience, Microsoft Word, Excel and Health Care knowledge helpful