State of Georgia Job Description
Job Title: Data Entry Specialist
(DTAE)
Job Code: 61831
Last Update: 01/01/2002
Salary Plan: DTAE Support Staff
Salary Plan (SUP)
Pay Grade: 02
Job Description, Responsibilities, Standards, and Qualifications
Job Description:
Under general supervision, enters data from forms, records and/or reports in computer or
terminal for a technical college; Prints and distributes reports; Processes transcript requests;
Maintains a record-keeping and filing system; Updates BANNER validation tables; Assists
with the design and execution of special events, projects and activities; May provide guidance
and training to other staff; May assist with registration duties; May supervise clerical interns
and/or work study students.
Job Responsibilities & Performance Standards:
1. Enters data from forms, records and/or reports using BANNER software. Codes
information as appropriate. (Performed by all incumbents)
1. Enters data such as student application information, high school and GED scores, test
scores, post-secondary transcripts, program of study changes, terminations,
withdrawals, etc.
2. Reviews and corrects data that appears inconsistent or erroneous. Reconciles data
entered with generated reports.
3. Generates and distributes computer reports.
4. Maintains confidentiality of information as necessary and follows technical college
policy regarding release of information.
2. Prints and distributes reports that are required by the technical college, DTAE,
Management Information System and federal agencies. (Performed by all
incumbents)
1. Separates, sorts, and/or files printed reports in a timely manner and according to
established procedures.
2. Prepares and distributes data or reports to appropriate individuals in suitable format
within established time frames.
3. Retrieves information in a timely manner.
4. Uses data gathered to properly complete, prepare and/or process documents and
transactions in a timely manner.
3. Processes transcript requests. (Performed by all incumbents)
1. Receives transcript requests and prepares and issues student transcripts in a timely
manner according to established procedures.
2. Correctly processes name and address changes and change of major.
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3. Updates computer records within established time frames.
4. Performs associated mathematical computations and checks computations for
accuracy, making necessary corrections as appropriate.
5. Verifies information/data in transcripts by checking against information/data from other
sources such as databases, files, records, individuals, etc.
Maintains a record-keeping and filing system for all students. (Performed by some
incumbents)
1. Maintains organized, accessible and current system in accordance with applicable
standards, policies and procedures.
2. Appropriately classifies, sorts, files, transfers, prepares for microfilming and/or
retrieves correspondence, articles, records and other documents or materials as
required.
3. Maintains current, accessible and organized reference manuals/materials.
4. Maintains confidentiality and security of information and materials according to
established policies and procedures.
5. Maintains records for non-payment of fees according to established policies and
procedures.
Updates BANNER validation tables in database. (Performed by all incumbents.)
1. Creates/deletes/inserts/updates codes using appropriate form.
2. Creates/deletes/inserts/updates codes upon request of change within specified time
frames.
3. Maintains knowledge of different types of forms used in the BANNER system.
4. Clearly communicates changes to faculty and staff.
Identifies training needs, providing guidance and training as needed. (Performed by
some incumbents)
1. Provides accurate and timely information to staff in response to questions or concerns.
2. Trains staff on BANNER procedures providing necessary supporting documentation.
3. Updates training materials as necessary and clearly communicates changes to staff in
a timely manner.
4. Provides appropriate BANNER training packets for use in data input training for
advisement and registration.
Assists with the design and execution of special events, projects and activities as
requested. (Performed by all incumbents)
1. Readily assists with special events, projects and activities.
2. Shares information with other departments regarding activities in a timely manner.
Assists with registration functions. (Performed by some incumbents)
1. Accurately compiles and maintains student academic information.
2. Thoroughly researches academic history for accuracy of transcripts.
3. Maintains and routinely updates PAR data for the registrar's office.
4. Accurately inputs student registration schedules, as needed.
5. Prepares and verifies accuracy of enrollment and academic information for submission
to agencies, institutions and employers.
Directs and supervises clerical interns and/or work study students assigned to the
department. (Performed by some incumbents.)
1. Defines goals and/or required results.
2. Communicates regularly on progress. Initiates corrective action when goals and/or
results are not met.
3. Motivates interns and/work study students to improve quantity and quality of work
performed.
4. Compiles and maintains employees' time records. Accurately computes total time used
by employees, posts to master time sheet and notifies appropriate personnel.
10. Displays a high level of effort and commitment to performing work; operates
effectively within the organizational structure; demonstrates trustworthiness and
responsible behavior. (Performed by all incumbents)
1. Demonstrates eagerness to learn and assume responsibility; seeks out and accepts
increased responsibility; displays a "can do" approach to work.
2. Shows persistence and seeks alternatives when obstacles arise; seeks alternative
solutions; does things before being asked or forced to by events.
3. Works within the system in a resourceful manner to accomplish reasonable work
goals; shows flexibility in response to process change and adapts to and
accommodates new methods and procedures.
4. Accepts direction and feedback from supervisors and follows through appropriately.
5. Works when scheduled; begins and ends work as expected; calls in according to
policy when arriving late for work or when absent; observes provisions of Fair Labor
Standards Act; observes policies on break and lunch periods; uses work time
appropriately.
Minimum Qualifications:
Diploma in Computer Information Systems, Accounting or a closely related field*and* a
minimum of one year BANNER student information; working knowledge of Microsoft Office
Suite; skill in oral and written communication.
Preferred Qualifications:
(In addition to minimum qualifications) Associate Degree and one to two years experience in
data processing.
NOTE:
Job description information is extracted daily from the official Phoenix HRMS Job Code
database. Problems in conversion may cause formatting errors in some job descriptions.
The information presented, while not an exact or exhaustive listing, describes the work,
performance standards, and qualifications typically required of positions or employees in this
job. A specific position description or employee performance plan may differ as long as it is
consistent with the core Responsibilities, Standards and Qualifications of that job.
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