Deputy Court Clerk II

City of Suffolk•Suffolk, VA

About The Position

Under general supervision, performs secretarial and clerical duties to assist the Circuit Court Clerk's office and the general public. The role issues licenses, subpoenas, court orders, and other documents; prepares files; assists with court cases; composes and types routine documents; responds to inquiries by telephone and in person; and organizes and maintains departmental records. The employee exercises independent judgment, discretion, initiative, tact, and courtesy in carrying out assignments and serving the public. The position reports to the Chief Deputy Clerk. Duties include attending court and preparing orders; indexing, imaging, and entering pleadings and orders; preparing cases for appeals; assisting with docket calls and grand jury sessions; processing deeds, plats, wills, probate matters, marriage licenses, and passports; issuing subpoenas and related documents; preparing certified copies; processing court records and search warrants; entering case and financial data; computing fines, fees, restitution, and costs; accepting payments and making deposits; maintaining files and permanent records; preparing reports and correspondence; and handling mail and office supplies. The position also processes petitions to seal criminal court records, verifying documentation and eligibility under applicable statutes and procedures while maintaining confidentiality. Other related duties may be required.

Requirements

Graduation from high school or equivalent.
At least one year of experience in clerical and secretarial tasks and bookkeeping, or an equivalent combination of training and experience providing the required knowledge, skills, and abilities.
Knowledge of City and departmental rules, regulations, policies, procedures, and the ability to interpret them.
Knowledge of the organization and functions of the Circuit Court Clerk's office.
Knowledge of modern office practices and procedures, including popular computer-driven word processing, spreadsheet, and file-maintenance programs.
Knowledge of legal terminology.
Ability to maintain moderately complex legal records and draft routine documents.
Ability to develop and modify work procedures, methods, and processes to improve efficiency.
Ability to compile data from varied sources and prepare clear reports.
Ability to communicate effectively orally and in writing, including explaining procedures and articulating information with poise and confidence.
Ability to exercise tact and courtesy and maintain effective working relationships with City employees, officials, professionals, and the public.
Ability to compare and judge observable characteristics of data, people, or things.
Ability to read informational and legal documents, City and state codes, law books, and clerk manuals, and to prepare correspondence, memoranda, reports, and case files.
Ability to plan work, develop procedures, evaluate complex information, and make judgments and decisions.
Ability to record and deliver information and follow oral and written instructions.
Ability to communicate using technical or professional language, including legal and municipal terminology.
Ability to use mathematical formulas and perform arithmetic involving decimals and percentages.
Ability to inspect items for proper length, width, and shape.

Responsibilities

Attend court, prepare court orders, and index, image, and enter pleading orders.
Receive, screen, and respond to public inquiries by telephone and in person; provide assistance or refer inquiries to appropriate personnel.
Prepare cases for appeals; assist with docket calls and grand jury sessions; type court orders; pull docket files; and send sentencing guidelines to the guidelines commission.
Receipt deeds and plats, process them for microfilming, compare deeds, assess recordation taxes as applicable, and type old deeds for the public.
Assist in probate court, determine the validity of wills, answer questions, gather information about decedents, heirs, and assets, appoint guardians to minors, qualify fiduciaries, prepare and file related documents, and certify wills.
Issue marriage licenses and process passports; prepare certified copies for the Commonwealth's Attorney and the public.
Issue subpoenas, show causes, and capias.
Respond to requests for certified court records from inmates, the Attorney General, the Supreme Court, and other City officials; mail requested materials.
Fax orders to the Department of Corrections, copy sentencing orders, and distribute them.
File PSRS, discovery motions and answers, and other documents.
Compute fines, restitution, and costs in FMS; enter case, revocation, deposit, and other data into computer systems; and index documents.
Assist with financial reports; compute fines, fees, and costs; accept payments, provide receipts, and make bank deposits.
Order and stock office supplies, forms, and books.
Receive, file, and index search warrants from the magistrate and prepare certified copies for the Police Department.
Check copy machines, assist the public with copies and computers, and arrange repairs or maintenance for copiers and computers.
Prepare reports, correspondence, forms, and other documents; file documents; and microfilm permanent records.
Post and deliver mail.
Process petitions to seal criminal court records in accordance with applicable statutes, judicial guidelines, and court procedures; verify documentation and eligibility and maintain confidentiality.
Perform other related duties as required.