Data Input Clerk

Key Outputs

• Electronic licence created, scheduled and issued 
• Biometric information captured 
• Replacement licence cards processed 
• licence cards printed 
• Files stored and archived 
• Data entered and updated 
• Applications processed timely 
• Daily, monthly and quarterly reports prepared 
• Customer services policies and procedures documented. 

Key Responsibility Areas:

Technical/Professional Responsibilities 

• Schedule and create electronic licence for new firearm holders 
• Create and issue electronic licences for existing firearm holders. 
• To capture biometric information for new firearm holders to generating licences.
• To process replacement licence cards for firearm holders. 
• Print licence cards for Kingston and Regional Offices.
• To input firearm information and process licences for security guards amendments. 
• Input firearm and ammunition information on the Licence Management System for Firearm Dealers. 
• Update all new application files on the Database. 
• receive, update and process applications for Disposals/Surrender of Firearm Licences, Replacement of Defective Firearm and Additional Ammunition.
• Register Safe Use and Handling results. 
• Complete the electronic fingerprinting of firearm holders. 
• Enter relevant data onto computer in accordance with guidelines given.
• Store sensitive information properly ensuring confidentiality in accordance with instructions given. 
• Calculate, where relevant, the correct fee to be paid. 
• Route documents for action to appropriate section and follow-up. 
• Dispatch amended licence fee certificates to applicants. 
• Assist customers in completing application forms. 
• Customer queries and issues are responded to within agreed time scales in accordance with the Authority’s policies and procedures. 
• Maintain a record of customer enquiry and documents received. 
• Examine documents being submitted and advise customers of completeness or any corrections to be made 
• Dispatch completely processed documents to the respective department, Regional Offices, Security Companies and Licence Holders. 

Other Responsibilities 

• Perform other related duties as assigned from time to time by the Supervisor.

Authority (decisions the post holder has the power to make or recommend) 

• Access to data and files. 
• Liaise with customers and external bodies 

Performance Standards

• Assignments, volume targets and deadlines are met 
• Confidentiality and integrity are exercised in the execution of duties 
• High print quality is observed 
• Work is consistently 99% accurately 
• Accurate information and advice are given to customers within agreed time scales.
• Customer queries and issues are responded to within agreed time scales in accordance with the Authority’s policies and procedures. 
• Reports and data compiled are accurate

Working Conditions:

• Standard office environment 

Required Competencies:

Core 

• Working knowledge of relevant computer systems and applications. 
• Typing speed of 50 w.p.m. 
• Excellent word processing skills. 
• Good Interpersonal skills. 
• Detail conscious. 
• Good time management and organizing skills. 
• Good communication skills (both oral and written). 

Minimum Required Education and Experience

• Four (4) GCE O’ Level/CXC General Proficiency level subjects, including English Language. 
• One (1) year computer operating experience.