Job Description

Posting number: 26-01263

Department: Circuit Court & Records

Job classification: LEGAL RECORDS CLERK

Posting type: Open

Categories: Legal

Serves as a member of the Public Services Division. This position is cross-trained to perform a variety of duties in processing court-mandated functions. These functions may include marriage licenses, financing statements, and notary commissions. Additionally, must be able to analyze, recognize, and report fraudulent filings from the public.

Administers oaths and swears in public officials appointed by the Governor of Virginia. Occasionally staffs the public information desk of the courthouse which dispenses information regarding three separate courts and agencies. Must possess knowledge of the Code of Virginia as it relates to Public Services records, administrative rules and procedures, and must interpret and apply them to various civil records and transactions. Maintains current knowledge of the functions of the Juvenile, General District, as well as the Circuit Court and other agencies in order to dispense correct information to the thousands of visitors who come to the courthouse each week.

Examples of duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

• Receives and reviews documents to ensure completeness for filing and recording;
• Prepares and processes legal documents;
• Enters and updates case information in the case management system;
• Scans and indexes documents in the case management system;
• Calculates and collects fines, court costs, and restitution;
• Notifies defendants of court fines, fees, and restitution balances and payment options;
• Reconciles daily receipts, identifies discrepancies and makes corrections;
• Assists customers by phone, and in person with miscellaneous inquiries;
• Maintains, stores, and ensures accessibility of case files;
• Assists the public requesting to review, and/or obtain copies of case files;
• Prepares and monitors Court dockets;
• Ensures the confidentiality of court records in accordance with the Code of Virginia and the Rules of the Supreme Court.

Qualifications

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Knowledge of standard administrative procedures, practices, and equipment;
• Knowledge of common legal terminology, documents and procedures;
• Ability of comprehend applicable Virginia Code sections and laws;
• Ability to process a considerable volume of record work in an accurate and timely manner;
• Ability to perform data entry, scanning, indexing and retrieval with computer information systems;
• Ability to communicate courteously and effectively, both verbally and in writing;
• Ability to develop and maintain effective working relationships with a variety of individuals, including the judges, general public, members of the legal and business community, and department staff.

Supplemental information

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
High school graduation; Plus two years of experience providing administrative support, technical support, customer service, or working in a court or legal environment.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Two or more years of court and/or legal experience.
• Two or more years of experience providing administrative support.
• Excellent customer service skills and experience.
• Two or more years of cashiering experience.
• Two or more years of experience performing data entry.
• One or more years of experience scanning and indexing documents into a digital imaging system.
• Ability to work independently and in a team environment.
• Attention to detail and excellent organizational skills.
• Ability to multitask and work with limited direction to address identified objectives.
• Experience using court case management systems, scanning and imaging software; Adobe Suite; and Microsoft Office Suite (especially Word, Excel, PowerPoint, Outlook, and Teams).
  
  

PHYSICAL REQUIREMENTS:
Requires ability to lift boxes, files and push a cart weighing up to 20 lbs. Ability to input and retrieve data from a computer. Must be able to type at least 40 words per minute (WPM) due to high volume of documents. Must be able to sit or stand for long periods of time. Ability to communicate verbally and in writing. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel Interview and may include exercise.

Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home including Spanish, Asian/Pacific Islander, Indo-European, and many others We encourage candidates who are bilingual in English and another language to apply for this opportunity.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. TTY 703-222-7314. DHREmployment@fairfaxcounty.gov EEO/AA/TTY.

#LI-KA1