Data Entry Technician / Police Records

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Performs a wide variety of complex clerical work in one or all of the areas listed below requiring specialized knowledge, skills and abilities including typing and computer skills.

Examples of Work

Traffic Accident Report Processing & Data Entry

• Reviews accident reports from field officers for completeness and correctness, and enters data into the Pistol 2000 Records Management System (RMS)- Accident Report Module using a desktop computer terminal.
• Returns incomplete or incorrect accident reports to investigating officers for completion, and tracks it.
• Determines which accidents are State Reportable, and mails copy of State Reportable accidents to the Division of Motor Vehicles (DMV).
• Files completed accident reports and statements in date and numerical order in the accident report files in Central Records.
• Copies accident reports & statements for insurance companies, lawyers, and vehicle owners/operators involved in accident cases, and collects appropriate fee in conjunction with City Code for both walk-in and mail-in requests.
• Works cash register to record fees collected and balances accounts on financial statement each day.
• Answers a variety of questions from citizens requesting information regarding accidents and payment of fees and/or fines.
• Operates the computer terminal for obtaining information from the Division of Motor Vehicles and other State motor vehicle records.

Parking Ticket Processing & Data Entry

• Issues books of parking tickets to Police Officers logging the ticket numbers of the tickets issued, and to whom.
• Enters information from parking tickets issued into the Pistol 2000 RMS - Parking Ticket Module for tracking purposes.
• Files parking tickets in numerical order by date in file cabinets.
• Receives payments for parking ticket fines from walk-in and mail-in customers, and works cash register to record the transaction.
• Enters the paid information in the computer program.
• Issues letters notifying vehicle owners of overdue parking fines through the computer system and tracks it.
• Issues summonses to vehicle owners/operators who wish to contest a parking ticket in court.
• Operates computer terminal for obtaining information from the Division of Motor Vehicles and other State motor vehicle records.

Traffic and Criminal Records Processing & Data Entry

• Enters information from Traffic Summonses into Pistol 2000 RMS - Master Name Module, and DMV records.
• Issues books of Traffic Summonses to Police Officers recording the numbers on the summonses and the officers' name on a register.
• Process arrest reports by entering information into the Pistol 2000 RMS - Master Name Module, and making necessary folders for information to be maintained in files.
• Updates information in Pistol 2000 RMS system as necessary, and files updates in permanent file.
• Processes, files and completes computer entries on all paperwork received from Criminal, Traffic and Juvenile court on a daily basis.
• Processes and completes necessary paperwork to be sent to the Criminal, Traffic and Juvenile court on a daily basis.
• Handles requests for record checks from both walk-in and mail-in customers.
• Conducts record checks for traffic, criminal and juvenile courts.
• Maintains knowledge of current requirements regarding freedom of information, and right to privacy laws.
• Retrieves information from the Pistol 2000 RMS system when necessary for officers and citizens requests.
• Receives payments for copies of crime reports, statements, photos, etc. from walk-in and mail-in customers and records the transaction using the cash register.

Warrant Processing & Data Entry

• Assigns a control number to every warrant or summons received from the magistrate or a police officer for service.
• Enters the information on the warrant/summons into the Pistol 2000 RMS - Warrant Module.
• Sends out letters to citizens who have warrants/ summons issued for them when appropriate.
• Mails and/or faxes warrants/summonses to other jurisdictions for service.
• Tracks the location of Warrants/Summonses in the RMS system.
• Records the services of warrants/summons in the RMS system.
• Maintains close contact with magistrates and courts regarding the service of warrants/summonses.
• Answers phone calls with questions from the public about warrants/summonses.
• Maintains knowledge of current requirements regarding freedom of information, and right to privacy laws.
  

Miscellaneous Duties

• Expunges Criminal and Traffic charges when directed to do so by Order of the Court.
• Processes concealed weapon application requests, taxi permit applications and fees for fingerprinting services.
• Enter information into Pistol 2000 RMS from Field Contact Cards.
• Enter information into NCIC & VCIN computer systems of property stolen and wanted persons.
• Enter old traffic & criminal charges into Pistol 2000 RMS system.
• Answer questions from public, both walk-in and phone-in customers.
• Does Data Entry into Pistol 2000 RMS of all crime reports, addendum's, statements, etc. as submitted for entry.
• Uses copy machine to make copies of various reports.
• Researches old files and transcribes numbers on various items such as: photos, case files, reports, etc.
• Registers handguns into the city handgun registration files.
• Perform microfilming duties of old crime reports, case files, etc.

Features

Performs duties under the general supervision of Civilian and Police Supervisors. Must be able to maintain confidentiality of information, duties are performed in a top security area. This is a non-exempt position.

Qualifications

Graduation from high school or successful completion of the GED; considerable clerical/computer experience preferred; thorough knowledge of office terminology, procedures, and equipment; good knowledge of business arithmetic and English; ability to demonstrate keyboarding skills; possess basic computer knowledge of windows programs; ability to learn complex computer programs; ability to maintain records, and prepare reports; ability to follow complex oral and written instructions; ability to make decisions in accordance with laws, ordinances, regulations, and established policies; must have effective oral and written communication skills; ability to obtain and maintain NCIC/VCIN certifications; and the ability to establish and maintain effective work relationships with others and to deal effectively and courteously with the public. Any acceptable combination of experience and education, which qualifies the applicant for this particular position, may be considered for the more specific requirements outlined above. Must successfully complete a Police Division background investigation to include a polygraph examination.

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