Department Data Entry Clerk Job Description
It is the intent of the Pocono Mountain Regional Police Department to provide a representative summary of the major duties and responsibilities performed by incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description. The probationary period for this position is 90 days.
PROCEDURES
NATURE OF WORK
This is a non-sworn position that is critical to the efficient and effective operation of the police department. The Department Data Entry Clerk is responsible to the Chief of Police and will assist him in executing the duties of that position as may be required.
The position of Department Data Entry Clerk is responsible for collation, entry, retrieving, and disseminating information that is generated from various police reports prepared by the Patrol Section, and Investigation Section, as well as other sources. Since reports in general, and the data gathered from those reports in particular are a basic tool of law enforcement, the need for accuracy is essential so that information can be managed effectively.
The following are descriptions of work tasks which the Department Data Entry Clerk must be capable of efficiently performing in an unassisted, individual capacity, unless otherwise indicated. The Department Data Entry Clerk must be capable of performing these tasks at any time, and at all times, repeatedly, upon immediate notice or the need to do so, while on duty.
The tasks described under the heading "Essential Functions” and" Required knowledge, Abilities, Skills” described hereafter are deemed by the Department to be "essential functions" of the position which must be performed as a "business necessity" of the Department.
The failure of the Department Data Entry Clerk to perform most of these tasks could, directly or indirectly, lead to a failure of the management information system resulting in a "direct threat" to other members of the department. The listings of "essential functions" and "non-essential functions" herein are not all of the tasks which are expected to be performed by the DDEC. Additional tasks, not specifically listed, may be considered "essential functions" or "non-essential functions" in the discretion of the Department.
ESSENTIAL FUNCTIONS
1. Receive, edit incoming police reports including arrest, offense, and crash records.
2. Review, edit and produce accurate arrest and police records and reports.
3. Complete, enter and/or mail/email state related forms.
4. Data entry of citations and warning tickets.
5. Prepare police reports and crime complaints for attorneys, courts and victims.
6. Prepares prosecution discovery for District Attorney’s Offices.
7. Maintains police records management filing system.
8. Receives and processes payment for requests for police, crash and incident reports, background checks and public information requests.
9. Receives payment of alarm permits; sends expiration notices and fines.
10. Prepares daily transmittal of cash and credit card receipts.
11. Provides support for the Department.
12. Distribute incoming mail.
13. Answers incoming calls.
14. Prepares monthly statistical reports
15. Performs other related duties as assigned.
NON-ESSENTIAL FUNCTIONS
1. Must be able to dial and answer a telephone and route all incoming calls.
2. Must be able to speak, articulate and communicate clearly within the PMRPD radio system, to dispatch and receive information. Must be able to talk with persons who visit the PMRPD headquarters and be able to conduct necessary business.
3. Must be able to take and route required messages from the public for members of the Department.
4. Must be able to read reports and locate and enter the required information in the automated data system. Must be able to use and operate a keyboard.
5. Must be able to read and write the English Language.
6. Must be able to process requests for information from insurance providers.
7. Must be able to process information requests from outside Law Enforcement agencies.
8. Must be able to lift and bend to use file drawers and file system.
9. Must be able to process and file accident reports.
10. Must be able to understand and follow complex oral instructions.
11. Must be able to understand and use a network computer system.
12. Must have a basic mathematical understanding and ability to conduct multiple calculations.
13. Must be able to conduct queries, using the Pocono Mountain Regional Police Department automated data base.
14. Must be able to access restricted information and maintain the confidentiality requirements contained therein.
15. Must be able to establish and maintain working relationships with superiors, fellow employees, employees of other agencies and the members of the general public.
16. Must be able to make copies of citations, juvenile complaints, criminal complaints, affidavits, witness lists, and other required forms for dissemination to required agencies or offices.
17. Must function as Corresponding liaison to the Police Commission, making notification of meetings, taking minutes of the Commission Meetings, gathering requested data and doing all other miscellaneous assignments given by the Commission through the Chief of Police.
18. Must assist with typing reports, letters and other requests by members of the Department in a back-up capacity when assigned or approved through the Chief of Police.
19. Must be able to maintain regular work attendance and/or avoid chronic absenteeism.
20. Must be able to stay calm and effective when dealing with stressful situations. Must be able to prioritize job tasks in an effective manner.
21. Must be able to control access to Pocono Mountain Regional Police Department Records.
22. Must be able to compile data from a variety of sources.
23. Must be able to electronically distribute hearing notices to all officers.
24. Must be able to indicate any court changes electronically and notify officer of same.
25. Must be able to record alarm occurrences for each municipality and prepare and mail letters for same.
26. Must be able to operate photocopier.
SUPPLEMENTAL INFORMATION
1. Environmental Factors and Conditions/Physical Requirements:
(a) Work is performed in an office environment.
(b) May be subject to repetitive motion such as typing and vision to monitor.
2. Equipment and Tools Utilized:
(a)Equipment utilized includes, but not limited to, computer, copier, fax machine, standard office equipment, shredder, fingerprint machine and other related equipment.
E. REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS
1. Knowledge of personal computers, hardware and software.
2. Knowledge of modern office practices and techniques.
3. Knowledge of Police department policies and procedures.
4. Skill in compiling and maintaining complex and extensive records.
5. Skill in applying Police records management laws, rules and regulations.
6. Skill in effective oral and written communication.
7. Skill in preparing accurate reports.
8. Skill in data entry.
DESIRABLE EDUCATION, TRAINING, AND EXPERIENCE
1. High School diploma or equivalent, and one (1) year clerical or records management experience; or equivalent combination of education and experience
2. Pass typing test with score of 45WPM
3. Must pass a post-offer pre-employment drug screening
4. May be required to acquire additional certification
5. Possess a current Commonwealth of Pennsylvania driver’s license
Job Type: Full-time
Pay: $18.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Vision insurance
Experience:
- data entry: 1 year (Required)
Ability to Commute:
- Pocono Summit, PA 18346 (Required)
Work Location: In person
