Pt Data Entry Clerk

Description

This is Data Entry work for the Ocala Police Department Technical Services Section. Responsible for scanning numerous documents from outside agencies to incident reports.

Examples of Duties

• Responsible for scanning numerous documents from outside agencies to incident reports. These documents include FDLE reprots, SAO requests/reports, return receipt of property forms, disposal lists, and ATF reports. Additionally, prints cards are entered in CJIS and necessary juvenile print cards are purged from the system.
• Assist in producing correspondence in reference to Recovered Property (letters, newspaper ads) in accordance with Florida State Statue.
• Assist in insuring that the inventory of supplies for the section is maintained.
• Completes filing; maintains case files; assist in answering phones for the section; and performs other duties as assigned by the Technical Services Section Supervisor.
• Required to report to work at the appointed hour, as scheduled, and to work the entire assigned shift.
• Approximately 90% of the essential job functions are seated at a desk located in assigned office. Manual dexterity to use a computer keyboard, printer, calculator, telephone, stapler, copy machine and typewriter. Reads policy and procedural manuals and other materials as needed. Communicates clearly and politely to interact with other employees and the public in person and by telephone. Flexibility needed to move, bend, kneel, stand, stoop, reach and lift approximately 25 pounds to move office supplies and equipment such as typewriter and files.
• The job functions are performed Monday through Friday, but at times require flexibility in work schedule. Equipment used consists of phone, computer, copy machine, fax machine, typewriter, calculator, stapler, staple remover, tape dispenser and other office supplies.
• Direct customer service is performed to employees and the general public by telephone. Communicates clearly, courteously and professionally to assist others.

Minimum Qualifications

EDUCATION AND EXPERIENCE
Graduation from high school or GED. Minimum one year experience in the secretarial field and 1 year customer service experience or equivalent combination of training and experience
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Must possess and maintain a valid Florida operators driver’s license with an acceptable driving record.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Must possess organizational skills. Knowledge of modern business management and the principles and practices of public administration. Ability to communicate clearly and concisely, both orally and in writing. Analytical skills in preparing fiscal and overtime reports. Ability to meet multiple deadlines and change priorities to meet service demands. Be able to maintain confidential information. Ability to work harmoniously with supervisors, peers and the public.

Supplemental Information

COMMUNICATION SKILLS
Ability to read a limited number of words and recognize similarities and differences between words and between series of numbers; Ability to write and speak simple sentences as a means for basic communication. Ability to read and understand simple instructions, short correspondence, notes, letters and memos; Ability to write simple correspondence. Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals; Ability to write routine reports and correspondence. Ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization. Ability to read, analyze, and understand general business/company related articles and professional journals; Ability to speak effectively before groups of customers or employees. Ability to read, analyze, and understand common scientific and technical journals, financial reports, and legal documents; Ability to respond to complex or difficult inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to read, analyze, and understand the most complex documents; Ability to respond effectively to the most sensitive inquiries or complaints; Ability to write speeches and articles using original or innovative techniques or style; Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply and divide numbers. Ability to perform these mathematical skills using money and other forms of measurement.
CRITICAL THINKING SKILLS
Ability to use common sense understanding in order to carry out detailed written or oral instructions. Ability to deal with problems involving a few known variables in situations of a routine nature.
SUPERVISION RECEIVED
Under general supervision where standard practice enables the employee to proceed alone on routine work, referring all questionable cases to supervisor.
PLANNING
Limited responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work operations.
DECISION MAKING
Performs work operations which permit frequent opportunity for decision-making of minor importance and which would not only affect the operating efficiency of the individual involved, but would also affect the work operations of other employees and/or clientele to a slight degree.
MENTAL DEMAND
Moderate mental demand. Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; operations requiring intermittent directed thinking to determine or select materials, equipment or operations where variable sequences may be selected by the employee.
ANALYTICAL ABILITY / PROBLEM SOLVING
Moderately repetitive. Activities with slight variation using a definite set of processes or directions with some degree of supervision. Choice of learned things in situations which conform to clearly established patterns and modes.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular use of highly complex machines and equipment; specialized or advanced software programs.
ACCURACY
Probable errors of internal and external scope would have a moderate effect on the operational efficiency of the organizational component concerned. Errors might possibly go undetected for a considerable period of time, thereby creating an inaccurate picture of an existing situation. Could cause further errors, losses, or embarrassment to the organization. The possibility for error is always present due to requirements of the job.
PUBLIC CONTACT
Extensive contacts with various diversified sectors of the public environment; wherein, the contacts are of extreme importance and failure to exercise proper judgment can lead to substantial losses to the organization.
EMPLOYEE CONTACT
Contacts with other departments or offices and also frequently with individuals in middle level positions; consulting on problems which necessitate judgment and tact in presentation to obtain cooperation or approval of action to be taken. Also, important contacts with associates as required in advanced supervisory jobs.
PHYSICAL ACTIVITIES
The following physical activities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.
While performing the functions of this job, the employee is continuously required to use hands to finger, handle, or feel, reach with hands and arms, talk or hear; regularly required to stand, walk, sit, stoop, kneel, crouch, or crawl; frequently required to climb or balance; and
The employee must occasionally lift and/or move up to 100 pounds, occasionally lift and/or move more than 100 pounds, frequently lift and/or move up to 25 pounds, frequently lift and/or move up to 50 pounds, regularly lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the functions of this job, the employee is continuously exposed to outdoor weather conditions, wet or humid conditions; regularly exposed to work near moving mechanical parts, work in high, precarious places; occasionally exposed to fumes or airborne particles, toxic or caustic chemicals, extreme cold, extreme heat, risk of electrical shock, vibration.
The noise level in the work environment is usually loud.
ADDITIONAL INFORMATION
RESIDENCY REQUIREMENT
Not applicable
SAFETY EQUIPMENT
Not applicable
CITY VEHICLE
Not applicable
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change (e.g., emergencies, change in personnel, workload, rush jobs, or technological developments).