Data Control Clerk Job Description

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CHARACTERISTICS OF THE CLASS

Under the general supervision of the Police Records Supervisor. This position performs clerical and technical work in the review and coding of police reports for Uniform Crime Reporting. Work is performed with minimal supervision. Incumbent exercises some independent judgment in the performance of duties in accordance with established procedures, policies, rules, and regulations. Work is reviewed through observation, conferences, and for results obtained. Performs other work as required.

 

EXAMPLES OF DUTIES

A. ESSENTIAL FUNCTIONS

Reviews and updates police reports and obtains missing information or corrections from officers.
Reads, analyzes, and codes all case/complaint reports for UCR (Uniform Crime Reporting).

Creates and submits semi-annual and annual UCR report to FDLE (Florida Department of Law Enforcement).

Submits monthly Hate Crime report to FDLE.

Performs data entry from various Police documents.

Updates final dispositions in computer from downloaded report from Clerk of Courts and final disposition sheets from the State Attorney’s Office.

Validates records entered into FCIC/NCIC, e.g., persons, property and vehicles. Runs report to ensure records that meet entry requirements into FCIC/NCIC are entered.

Receives and dispenses information by telephone, e-mail or by direct contact with the public.

Copy reports for customers and officers. Calculate charges for copies of records for customer service, receive payments and issue receipt using MUNIS program.

B. MARGINAL FUNCTIONS

Fills in at other clerk’s desks as needed.

Performs “neighborhood searches”(statistical reports for certain geographical areas) when requested

Attends Uniform Crime Reporting class, when offered, for updates and changes in reporting of crimes to Tallahassee.

May perform other duties unique to the department, division, or program that are technical in nature.

 

REQUIREMENTS

A. TRAINING AND EXPERIENCE

High School diploma or GED supplemented by courses in business office practices, and two years clerical or data preparation experience at the full performance level, or any equivalent combination of acceptable education and experience. Experience with Microsoft Word, Excel, and Access data bases or other similar applications. Ability to type 35cwpm. Typing test from Brevard Workforce must be submitted with employment application to be considered.

B. KNOWLEDGE, SKILLS, AND ABILITIES

Ability to read and comprehend numerous police case/offense reports and apply proper codes per UCR guidelines.

Customer service experience.

Ability to operate and have extensive knowledge in the use of office equipment, i.e., computer, copy machine and telephone.

Knowledge of computer operations and data entry.

Knowledge of current office practices, methods, and procedures.

Knowledge of business English, spelling and arithmetic.

Ability to learn computerized records management system.

Ability to communicate clearly, both orally and in writing.

Ability to establish and maintain effective working relationships with others.

Skill in the use of a computer terminal and an appropriate operating system.

Ability to type with speed and accuracy. The typed work is on a computer.

C. PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak and understand conversation in English in a normal tone of voice in person and on the phone.

Ability to assist customers in a controlled, calm, and helpful manner.

Ability to learn and retain instructions about the eligibility of documents and information for public releases.

Write legibly.

Read, sort, and annotate reports.

Punch holes in reports.

Ability to operate a personal computer for data entry and word processing.

File numerically and alphabetically.

Handle money, calculate charges, make change and write receipts.

Retrieve files from overhead and floor level.

Manual dexterity to sort through and file large quantities of paperwork.

Ability to carry items which may weigh between one (1) and fifteen (15) lbs. for a distance of ten feet or less.

Ability to bend, squat or stoop to retrieve items from floor level.

Ability to lift items one (1) to fifteen (15) lbs. to shoulder height.

Ability to remain standing or sitting for periods in excess of thirty minutes.

Reach to open and close counter windows.

Load copier with paper and toner, and remove paper jams by bending, kneeling, and reaching.

Calculate numbers.

Use copier, telephone, calculator, and FAX machine.

Learn complex tasks and remember how to complete tasks once trained.



THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date - 11/18/2011