Deputy Clerk I

City of Portsmouth•Portsmouth, VA

2d•Onsite

About The Position

Under general supervision, this position performs a variety of routine clerical functions associated with criminal and civil trials, probate of estates, and processing land recordation. Reports to the Clerk of the Circuit Court. Performs administrative support work such as greeting the public, word processing, data entry and retrieval; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; generates reports and records; issues concealed handgun permits, marriage licenses, administer notary oaths, and other duties that are assigned to the Office of the Clerk of Circuit Court. Screens and responds to a variety of inquiries by telephone or in person related to civil, criminal, land records, and probate. Performs all administrative tasks associated with the duties of the Clerk of Circuit Court. Prepares and maintains a variety of files; prepares and provides information packages for customers; processes payments, files and retrieves information as requested or otherwise necessary; schedule maintenance and service calls for office equipment and machinery. Performs other duties as assigned.

Requirements

Requires a high school diploma or GED.
Any combination of education and experience equivalent to three years of administrative office work experience.
Knowledge of policy and procedure for Court procedures.
Considerable knowledge of modern office practices and procedures.
Considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary.
General knowledge of the policies and procedures, organization and function of the department.
Skilled in the operation of common office equipment, including popular computer-drive word processing and file maintenance programs.
Ability to screen communications and based on content, handle independently or route to proper source.
Ability to correct spelling, grammatical, punctuation and typing errors.
Ability to use independent judgment in organizing and establishing format.
Ability to gather information from a variety of sources and draft documents.
Ability to establish and maintain moderately complex files.
Ability to communicate effectively orally and in writing.
Ability to exercise tact and courtesy in frequent contact with the general public.
Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form.
Ability to deal with problems involving several concrete variables in or from standardized situations.
Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
Ability to communicate effectively and efficiently in Standard English.
Possess a basic working knowledge of accounting, clerical and computer operation terminology.
Ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
Ability to inspect items for proper length, width and shape.
Ability to coordinate hands and eyes rapidly and accurately in using a variety of office equipment.
Ability to handle a variety of items, such as office equipment.
Minimal levels of eye/hand/foot coordination.
Ability to differentiate between colors and shades of color.
Ability to deal with people beyond giving and receiving instructions.
Adaptable to performing under stress and when confronted with persons acting under stress.
Ability to talk and/or hear.
Must be able to communicate via telephone.
An acceptable general background check to include a local, state, and federal criminal history check.

Nice To Haves

Previous clerical work experience in the Clerk of Circuit Court office is preferred.

Responsibilities

Performs administrative support work such as greeting the public, word processing, data entry and retrieval.
Reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies.
Generates reports and records.
Issues concealed handgun permits, marriage licenses, administer notary oaths, and other duties that are assigned to the Office of the Clerk of Circuit Court.
Screens and responds to a variety of inquiries by telephone or in person related to civil, criminal, land records, and probate.
Performs all administrative tasks associated with the duties of the Clerk of Circuit Court.
Prepares and maintains a variety of files.
Prepares and provides information packages for customers.
Processes payments, files and retrieves information as requested or otherwise necessary.
Schedules maintenance and service calls for office equipment and machinery.
Performs other duties as assigned.