Data Control Clerk

Job Title

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 National Incident-Based Reporting System. 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

• Reviews and updates police case and activity reports and obtains missing information or corrections from officers.
• Reads, analyzes, and codes all case/complaint reports for NIBRS (National Incident-Based Reporting System).
• Creates and submits semi-annual and annual NIBRS report to FDLE (Florida Department of Law Enforcement).
• Submits monthly Hate Crime Reports to NIBRS.
• 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, in accordance with FSS 119.
• Copy reports for customers and officers.
• Calculate fees for copies of records for customer service, receive payments and issue receipt using MUNIS program.
• Fills in at other clerk's desks as needed.
• Performs "neighborhood searches" (statistical reports for certain geographical areas) when requested
• Attends NIBRS 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.

Minimum Qualifications

• High School diploma or GED; supplemented by two (2) years general office experience;
• Experience in maintaining, processing, and reviewing legal and/or law enforcement records preferred.
• Experience in Microsoft Suite, (i.e. Word, Excel, or similar applications).
• LICENSES, CERTIFICATIONS, OR REGISTRATIONS:
• Must possess or obtain FCIC/NCIC certification within six (6) months of employment.
• Must meet Criminal Justice Information System and Melbourne Police Department background requirements and maintain compliance throughout employment.

Knowledge, Skills And Abilities

• Ability to read and comprehend numerous police case/offense reports and apply proper codes per NIBRS guidelines.
• Ability to provide excellent 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 mathematics.
• 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.
• 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.
• Ability to write legibly.
• Ability to read, sort, and annotate reports.
• Ability to operate a personal computer for data entry and word processing
• Ability to file numerically and alphabetically.
• Ability to handle money, calculate charges, make change and write receipts.
• Ability to retrieve files from overhead and floor level.
• Ability to sort through and file large quantities of paperwork.
• Ability to remain standing or sitting for periods in excess of thirty minutes.
• Ability to reach to open and close counter windows.
• Ability to load copier with paper and toner, and remove paper jams by bending, kneeling, and reaching.