GENERAL STATEMENT OF JOB
Under general supervision, this position reviews all National Crime Information Center (NCIC) and Virginia Criminal Information Network (VCIN) entries, modifications, and cancellations for the department. Reports to Police Sergeant.
ESSENTIAL JOB FUNCTIONS
Reviews all Incident Based Reports (IBR) for accuracy and reports any identified errors; prepares and maintains records and reports regarding National Crime Information Center (NCIC) and Virginia Criminal Information Network (VCIN) error identification and monthly validation; reviews for accuracy of highly confidential records including criminal history, department of motor vehicle and police offense reports; responsible for daily quality control on stolen property, missing persons, runaways, and protective orders; works closely with local, state, and federal agencies; ensures agency compliance.
Maintains all National Crime Information Center (NCIC)/ Virginia Criminal Information Network (VCIN) manuals to ensure updates are added and changed when mandated; ensures compliance with State Police guidelines and regulations; identifies the needs for personnel within the unit and develops instruction to meet those needs; develops and participates in action plans to prepare for National Crime Information Center (NCIC)/ Virginia Criminal Information Network (VCIN) audits conducted by Virginia State Police; submits monthly and quarterly reports.
Assists and supports the Validation Clerk by reviewing validation records and ensuring appropriate entries are deleted in a timely fashion; works with juvenile court personnel when issues or concerns regarding petitions and detention orders arise; serves as a liaison with the Virginia State Police regarding National Crime Information Center (NCIC)/ Virginia Criminal Information Network (VCIN) operation and maintenance.
Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.
PERFORMANCE INDICATORS
Knowledge of Job: Has considerable knowledge of modern office practices and procedures. Has a general knowledge of the ethical guidelines applicable to the position as outlined by professional standards and federal, state, or local laws, rules, and regulations. Has knowledge of the principles of organization, NCIC/VCIN procedures, the Virginia State Police validations process, and systems of quality control. Is able to prepare clear and concise reports. Must be able to communicate effectively and exercise tact when in contact with the public and other employees.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and co-workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under Essential Job Functions.
Dependability: Assumes responsibility for doing assigned work and for meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards, and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.
Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant, and self-starting approach to meet job responsibilities. Strive to anticipate work to be done and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of error. Seeks expert or experienced advice and research problems, situations, and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc.
Relationships with Others: Share knowledge with supervisor for mutual and city benefit. Contributes to maintaining high morale among all city employees. Develops and maintains cooperative and courteous relationships with department employees, staffers, and managers in other departments, to project a good city image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the city. Emphasizes the importance of maintaining a positive image within the city. Interacts effectively with fellow employees, supervisor, and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
EDUCATION AND EXPERIENCE
A High School Diploma or equivalent, and 3-5 years of progressively responsible data entry experience, to include National Crime Information Center (NCIC)/ Virginia Criminal Information Network (VCIN) operations; or any equivalent combination of education and experience.SPECIAL REQUIREMENTS
Must be National Crime Information Center (NCIC)/ Virginia Criminal Information Network (VCIN) certified and possess an A level certification.
National Crime Information Center (NCIC)/ Virginia Criminal Information Network (VCIN) instructor preferred.
An acceptable general background check to include a local, state, and federal criminal history check.
May be required to work nights.
MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
Physical Requirements: Must be physically able to operate a variety of machinery and equipment including a two-way radio, typewriter, calculator, copier, fax machine, computer etc.; and general law enforcement equipment. Must be physically able to operate a motor vehicle. Must be able to exert up to 50 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical requirements of the job are those rated for Sedentary Work.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors. Must be able to record and deliver information, to explain problems or errors occurring in entries giving the correct procedure and manual reference.
Language Ability: Requires the ability to read a variety of reports, records, and memorandums. Requires the ability to prepare reports, correspondence, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions. Requires the ability to assess critical situations and establish methods to resolve such situations.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including legal and medical terminology, and emergency response codes.
Numerical Aptitude: Requires the ability to utilize mathematical formulas. Must be able to add, subtract, multiply and divide, utilize decimals and percentages, and interpret graphs.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width, and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using general law enforcement equipment. Must be able to operate a motor vehicle.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, computer keyboards, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Requires the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations.
Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via two-way radio.
AMERICANS WITH DISABILITIES ACT (ADA) REQUIREMENTS
The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees are invited to discuss accommodations.
This is a class description and not an individual position description. A class specification defines the general character and scope of duties and responsibilities of all positions in a job classification but is not intended to describe and does not necessarily list the essential job functions for a given position in a classification.
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