Reviewed/Updated October 2024
Each Registry staff member completes an informal orientation process that includes hands-on training to ensure understanding of the procedures and accuracy when accepting, reviewing, verifying, and entering information into the database. Training is primarily performed by experienced data entry staff/Registry Specialists, supervised by the Program Director, during the initial probationary period. On-the-job training is accompanied by comprehensive internal procedure documents outlining our data entry business rules and policies. All staff are expected to abide by the policies and the data entry procedures contained within the Membership and Career Ladder Placement Policy Manual and internal procedure documents.
Data Entry Responsibilities and Permissions
The Nevada Registry currently employs one (1) full-time Program Director and three (3) full-time Registry Specialists; all of whom have data entry permissions at varying degrees. Complete job descriptions can be found here. Permissions are revoked or revised upon termination of employment or changes in responsibilities.
Registry Specialists – Digital Archiving + Data Entry + Verification + Processing
Cross-training and succession planning are critical components in The Nevada Registry’s ongoing development, management, and delivery of services. For this reason, Registry Specialists have been trained to complete all primary functions of the program. Although certain tasks are assigned to specific staff members for the purposes of workflow management, all staff share responsibility for program-related, customer service and general office duties.
The Registry Specialist’s primary role/responsibility is to complete tasks associated with Career Ladder placement and training approval. This includes utilizing the document management system to review, organize, index, and verify documents uploaded by members and trainers in preparation for data entry as well as completing imports of training data submitted by online organizations. Registry Specialist’s also utilize the secure administrative database interface to complete all other related tasks including entering memos, verifying training attendance, reviewing/approving training approval requests, reviewing/approving Job Board account requests and job postings, verifying supporting documentation, completing data entry, and processing of application/renewal forms for Career Ladder placement. Registry Specialists manage their assigned workflow queues and perform general customer service-related tasks such as answering telephone calls and responding to email correspondence.
Permissions: Membership and Admin database interface (password protected), except for ‘Admin Tasks’; all tasks within the remote database interface/control panel (password protected), OnBase document management system (password protected), general Nevada Registry email account (proxy access from password-protected individual business email account) and shared network drive which houses program-related documents.
Program Director – Program Development, Leadership and Oversight
The Program Director’s primary role/responsibility is to provide leadership in the development and operation of the Registry program to ensure that quality standards for the implementation of the program are being met. In addition to overseeing the daily operations of the program, the Program Director is responsible for the supervision of staff, evaluation of existing data entry practices, creation of new policies to improve and enhance services and the overall delivery of services. While Career Ladder placement and training approval-related data entry is not the Program Director’s primary focus, they can perform any of the duties as described above as needed.
Permissions: Membership and Admin database interface (password protected), all tasks within the remote database interface/control panel (password protected) including the ‘Admin Tasks’ (also password protected), OnBase document management system (password protected), general Nevada Registry email account (proxy access from password-protected individual business email account) and shared network drive which houses program-related documents.
Database Programmer – Database Development and Maintenance
The Nevada Registry currently contracts with an off-site database programmer for the development and maintenance of the database and remote server. The Database Programmer is responsible for all IT-related functions of the Registry. The Database Programmer’s primary role/responsibility is to ensure staff accessibility to the database, troubleshoot and problem solve database and processing issues, make changes to the database as directed by the Program Director and provide overall technical assistance to Registry staff on an as needed basis. Any data- entry related tasks completed by the programmer are performed on a staging site for the purposes of testing and troubleshooting only. The Database Programmer does not perform any of the daily operational data entry-related tasks.
Permissions: Membership and Admin database interface (password protected) and all tasks within the remote database interface/control panel (password protected).