Deputy Clerk of Court

City of Winchester•Winchester, VA

1d•Onsite

About The Position

The Deputy Clerk of Court is responsible for a wide range of administrative and clerical duties within the court system. This role involves managing case files, processing legal documents, interacting with court officials and the public, and maintaining accurate records for various types of legal proceedings including criminal, civil, probate, and adoptions. The position requires a strong understanding of court operations, attention to detail, and the ability to maintain confidentiality.

Requirements

High school diploma or GED equivalent required.
Valid driver's license required.
General knowledge of the Circuit Court system and its operations.
Thorough knowledge of standard office terminology, procedures, and techniques.
Ability to type accurately, with good spelling and arithmetic skills.
General knowledge of Office programs and policies.
Ability to operate standard office, word processing, and data entry equipment.
Ability to understand and follow oral and written instructions.
Ability to establish and maintain effective working relationships with court officials, associates, and the general public.
Ability to maintain the confidentiality of information handled within the office.

Nice To Haves

Some experience in administrative work, preferably in the public sector, related to job tasks.

Responsibilities

Setting up and maintaining court dockets for criminal and civil cases.
Issuing various legal documents such as capias, show causes, and subpoenas.
Receiving, processing, and filing all court-related papers and orders.
Attending court hearings and swearing in juries and witnesses when necessary.
Processing court orders and mailing out necessary copies.
Summoning witnesses and securing exhibits.
Allowing public and press access to case papers.
Processing court-reporter and court-appointed attorney costs.
Docketing judgments, fines, and costs.
Processing Destruction Orders for evidence.
Collecting fines and costs.
Processing capias recall orders for unexecuted warrants.
Debt set-off processing.
Communicating with defendants, DMV, Department of Corrections, and Probation and Parole Officers.
Indexing and scanning all court orders and maintaining ended files.
Receipt for and setting up files and dockets for civil cases.
Indexing, verifying, and scanning all court orders for civil cases.
Processing paperwork for Conservators of the Peace.
Processing concealed weapon permit applications and maintaining confidentiality.
Providing a current list of concealed weapon permit holders to the Commonwealth Attorney and police department weekly.
Preparing and submitting lists to the Sheriff for summoning jurors.
Maintaining the master jury list and processing jury excuses.
Arranging for Jury Commissioners to review the jury pool yearly.
Organizing the master jury list into specific terms of court.
Providing printed envelopes to the Sheriff for jury summons.
Maintaining and providing attorney lists for upcoming jury trials.
Maintaining files on decedents, trusts, or persons under disability for Wills and Estates.
Recording and scanning all documents related to probates and qualifications.
Billing estates for additional probate tax if needed.
Issuing additional certificates of qualification.
Recording and scanning all accountings for Wills and Estates.
Recording, receipting, verifying, and scanning all deed documents.
Filing and receipting financing statements, continuation statements, and termination statements.
Recording and receipting Assumed Name certificates, partnerships, etc.
Giving notary publics their oath of office, recording the order, and mailing a report to the Secretary of the Commonwealth.
Giving oaths of office to elected officials and others.
Receipt and filing of judgments to be docketed.
Scanning and merging recorded judgments onto the public record system.
Receipt for and setting up adoption files, and maintaining ended files.
Tracking the progress of adoption cases and receipt of required documents.
Receipt for and setting up expungement files, and maintaining ended files.
Tracking the progress of expungement cases and receipt of required documents.
Issuing marriage licenses and providing couples with required State law materials.
Receipting marriage records.
Maintaining military discharge records.
Assisting genealogists.
Processing passports.
Assisting the general public in looking up information and making copies of records.
Registering ministers and civil celebrants authorized to perform marriages.
Accepting and filing search warrants received from state and local law enforcement.
Back scanning court records onto the public system as directed by the Clerk of Circuit Court.