Job description
GENERAL PURPOSE
Assists in the management and quality of the information entered into the Records Management System and NCIC, providing administrative support and assisting in the administration of the standard operating policies and procedures of Central Records and Communications.
SUPERVISION RECEIVED
Works under the direct supervision of the Data Management Manager and broad supervision of the Central Records and Communications Manager.
SUPERVISION EXERCISED
None.
Examples of Duties / Knowledge & Skills
ESSENTIAL DUTIES AND RESPONSIBILITIES
Performs a variety of tasks associated with maintaining accurate police records in various databases.
Operates the NCIC/ACIC/TCIC computer programs regarding the entering, modifying, removing, and validating the information submitted by our agencies.
Enters, activates and recalls warrants in the in house databases; files and pulls warrants to send back to appropriate courts as requested.
Performs quality control checks on information entered by jail and law enforcement personnel and updates or corrects CJIS arrest information as needed.
Scan documents into in-house databases and serves as a second party verification on all scanned documents to ensure accuracy.
Processes and inspects police reports for accurate and complete information in accordance with relevant statutory guidelines, internal policies and the FBI's Uniform Crime Reporting program.
Manage multiple tasks, assignments, and projects simultaneously while under strict deadlines.
Attend workshops/seminars or other required training applicable to the job requirements that may involve overnight travel.
Cross-train in other areas as assigned.
Provide basic front window support for the CRC Customer Service Specialist during rest breaks, lunches, and approved time off.
Must arrive at work on time and must maintain a regular and reliable level of attendance.
Travel to nearby off-site storage facilities to retrieve reports as needed using department vehicle.
PERIPHERAL DUTIES
Performs other duties as required and assigned by the Data Management Manager and/or the Central Records & Communications Manager.
Minimum qualifications & Requirements
Education and Experience:
- Graduation from a high school or GED equivalent.
- Minimum of one (1) year actual experience in Data Entry.
- Ability to type thirty-five (35) wpm with a high degree of accuracy perfered.
Necessary Knowledge, Skills, and Abilities:
- Knowledge of business English, spelling, punctuation, and arithmetic.
- Knowledge of modern office practices, procedures, equipment, and standard clerical techniques.
- Ability to maintain various types of filing systems; transfer information accurately by telephone, in writing, and in person.
- Ability to learn and utilize computer operations.
- Ability to tactfully handle potentially rude and/or irate citizens.
- Ability to handle and account for sums of money.
- Ability to adhere to strict confidentiality regarding all aspects of the job.
- Ability to perform competently under stress when confronted with multi-tasking, high priority situations and distractions.
- Ability to be certified as an ACIC and TCIC operator.
SPECIAL REQUIREMENTS
Must be prepared to work shift work, weekends, holidays, overtime, and be prepared for occasional changes in shifts and days off.
Applicant must be able to pass a rigid background investigation and drug test.
TOOLS AND EQUIPMENT USED
Operates standard office equipment including but not limited to, desktop computer, multi-line telephone, shredder, copier/facsimilie/printer, desktop scanner.
Supplemental information
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.
Talking: Especially where one must frequently convey detailed or important instructions or ideas accurately, loudly, or quickly.
Hearing: Able to hear average or normal conservation, hear phones ringing and/or buzzer for front window and receive ordinary information.
Repetitive Motion: Movements frequently and regularly required using the wrists, hands, and/or fingers. Requires repetitive stooping, kneeling, or crouching.
Visual Abilities: Average, ordinary visual acuity necessary to prepare or inspect documents or products or operate machinery.
Physical Strength: Must occasionally lift and/or move up to 40 pounds.
Finger Dexterity: Using primarily just the fingers to make small movements such as typing, picking up small objects, pinching fingers together, feel objects and tools, or controls.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. Works in a confined area.
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