Purpose of Position:
  • To accurately transfer data from source documents or images to update the various Ministry internal/external clients’ database systems; and
  • As part of the processing team, to assist with the processing of various tax returns and remittances.
Duties/Responsibilities:
  • Converting Ministry clients’ data information from source documents and images, using a personal computer and several different methods, programs and controls to faciliate accurate data posting to client accounts;
  • Verifying that the image is correctly identified according to transaction type and statute, and re-categorizing if necessary;
  • Performing a qualify check on all images that have been captured to ensure the legibility and legality, based on stated guidelines, of all captured images and flagging images for furture editing, source documents that are unable to be processed;
  • Accessing data files to change, replace, add, delete, update information to meet conditions set by clients’ programs to satisfy mainframe requirements;
  • Securing all documents, ensuring that batches are locked in cabinets at day’s end and that computer/terminal is disengaged/security protected when not in use;
  • Providing feedback in the test cycle of newly developed or revised keying applications to enhance data capture productivity;
  • Assisting Team Leader by providing advice/explanations relating to work processes/procedures to other staff, including new and temporary staff;
  • Assisting in the processing of various tax returns and remittances by extracting contents, analyzing documentation (including negotiability of cheques) and sorting into various workflow categories to ensure the timely deposits/data capture of information.  Transcribing client information onto substitute forms and assisting in the listing, filing and retrieval of post-dated cheques;
  • Extracting contents of incoming mail and batching correspondence for image capture according to established procedures by counting documents and preparing batch control sheets;
  • Examining documents for threats and following established procedures promptly; and
  • Performing additional duties, as assigned by management.
Knowledge:
The job requires: knowledge of the operation of inter-active computer terminals (online and batch mode update) to capture client information to update various databases; knowledge of a variety of methods and approximately 200 Data Entry programs to key from paper and image applications for approximately 24 statutes and various clients; knowledge of data entry procedures and terminology and operating systems such as OS2, Windows, including data entry software programs to effectively navigate between systems for efficient timely access; knowledge of tax remittance/payment processing procedures of various programs to perform quick, detailed verification of tax documents to identify appropriate work flows; knowledge of office clerical procedures to capture information neatly and accurately; knowledge of cheque negotiability rules to ensure non-negotiable cheques are identified and sorted for proper processing; knowledge of arithmetic calculations to keep precise/accurate batch page counts.
Skills:
Job requires: a minimum keying standard of 10,000 key strokes per hour (ksph) with an error ratio of less than 1% and a minimum of five hours per day on a computer terminal; analytical, observation and basic math skills to distinguish image transactions and workflow types, assess documents/images for conformity to input requirements, document read/decipher handwriting, categorize documents, and check and correct routine system and/or client errors; analytical skill to analyze the various tax returns in order to quickly determine correct workflow process and to ensure negotiability of cheques; comprehension skills to understand written and verbal procedures and/or instructions; communication skills to discuss routine matters, processing/technical problems and equipment malfunction with team leader or supervisor; analytical skills to identify/scrutinize sensitive and time critical documents while batching; good judgement to quickly identify issues involving threats and to escalate potential problems to management promptly; interpersonal skills to work as an effective part of a team and to interact with team members with diplomacy and courtesy.