Job Description

Posting number: 26-01360

Department: Circuit Court & Records

Job classification: LEGAL RECORDS CLERK

Posting type: Open

Categories: Legal

Summary

Serves as a sealing legal records clerk in the Civil Division as part of the Case Tracking Team. Performs complex legal and technical duties related to the sealing of certain criminal public records in strict compliance with the Code of Virginia. Tasks include but are not limited to processing Petitions for Sealing; reviewing and executing court-ordered complete and partial sealing; reviewing materials from state agencies; and sealing case files and case management indices, including legacy systems. Coordinates inter-circuit sealing procedures and communicates with law enforcement and public safety agencies regarding required actions.

Works with court clerks and the Criminal Department to review and process criminal cases sealed at court hearings. Reviews court orders in the case management system to determine required sealing actions and ensures criminal case information is complete and properly updated for transfer to other state agencies. Reviews materials received from state agencies to determine corresponding Circuit Court criminal case information that must be sealed. Reviews documents for accuracy, compliance, and confidentiality.

Prepares civil cases for Term Day, attends Term Day dockets, and assists with additional civil case tracking functions. Corresponds with petitioners regarding filing status and assists the public, attorneys, and staff at the counter, via written correspondence, and by telephone.

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;
• 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 in providing front-line customer services.
• Knowledge and/or experience with the Code of Virginia and regulations in relevant areas.
• Experience performing data entry.
• Excellent attention to detail and organizational skills.
• Experience working in a team environment.
• Ability to exercise tact, discretion, initiative, creativity, and independent judgment.
• Experience in the use of Microsoft Office computer software, especially Word, Excel, and Outlook.

PHYSICAL REQUIREMENTS:

Must be able to push a cart, lift boxes, and files weighing up to 20 pounds. Must be able to input and retrieve data from a computer. Must be able to type at least 45 - 60 words per minute (WPM) due to high volume of legal documents. Must be able 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