Deputy Court Clerk

City of Charlottesville•Charlottesville (22902), VA

14h•Onsite

About The Position

The Circuit Court's Deputy Court Clerk performs responsible administrative and technical duties supporting the efficient operation of the Clerk’s Office and the Court. Responsible for performing general responsibilities and will be assigned to the Circuit Court's Land Division. Works under general supervision. Reports to the Clerk of the Circuit Court. Assignment: Assigned to the Land Division, this position receives and processes payments and fees, records and indexes land records and related documents, assists the public and other customers by providing information and directing inquiries, and receives and distributes mail, deliveries, and other materials.

Requirements

High school diploma or GED, and at least 1 year work experience that includes interaction with the public, data entry, and automated recordkeeping or bookkeeping.
OR 2 years’ work experience that includes interaction with the public, data entry, and automated recordkeeping or bookkeeping.
OR An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.
Required to successfully pass a pre-employment background check and pre-employment drug screen.
Knowledge of basic office procedures, including customer service and recordkeeping.
Advanced reading ability: ability to read and understand complex statutes, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.
Intermediate writing ability: ability to write reports, prepare business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
Intermediate math ability: ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement.
Basic communication skills: provides basic information to others outside direct reporting relationships on procedures or general policies. Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.
Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently.
Basic technical skills: uses standard technical skills appropriate to the assigned and apparent job responsibilities.
Demonstrated knowledge of Microsoft Office (Excel and Word) and ability to learn and effectively use systems and software used in Clerks Office.
No budgetary/fiscal responsibilities.
No responsibility for direction or supervision of others.
Frequent change of tasks.
Work may be tedious or exacting.
Performing multiple tasks simultaneously.
Working closely with others as part of a team.
Constant interruptions and requests for service.
May require dealing with angry, frustrated and/or upset individuals.
Sedentary Work: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
Must be able to remain in a stationary position more than 50% of the time.
Must be able to communicate information and ideas so others will understand.
Ability to observe details at close range (within a few feet of the observer).
Must constantly operate a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.
Must occasionally move about inside the office to access file cabinets, office machinery, etc. and must constantly position self to maintain files in file cabinets.
Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

Nice To Haves

Prior experience in Circuit Court Clerk’s Office.

Responsibilities

Maintains and updates computer information.
Assists members of the public and Court personnel in person, by telephone, by mail or by e-mail.
Administer oaths, as necessary.
Responsible for appropriate use and maintenance of City equipment, tools, and other resources, including work time.
Regular and reliable attendance.
Receives computer-based payments for services rendered; makes determination as to collection of fines and costs/filing fees.
Receives documents for recording or filing; maintains information in computerized indexes.
Assists the general public in person, by telephone, by mail, or e-mail; directs to appropriate party, department, outside agency, or other resource; answers questions ad provides information within specific guidelines; provides forms, applications, and other materials.
Receives and distributes mail, shipments, deliveries, and materials.
Attends criminal hearings and trials.
Drafts Court Orders memorializing what occurred in hearings and trials.
Updates the state Circuit Case Management System and various computer databases regarding actions, as well as court costs, fines, and/or restitution.
Sends necessary updates to local jail, probation officer, or any other outside agency.
Performs a variety of clerical support duties, including preparing, typing, copying, collating, filing and e-filing various Court documents, forms, reports, records and other materials.
Responsible for daily finance and bookkeeping matters and updating the Financial Accounting System.
Reconciles daily receipts and prepares daily deposit of funds collected.
Assists with questions regarding court costs and restitutions.
Sets up payments plans.
Disburses restitution to victims of crimes.
Assists general public in the Records Room.
Responds to and manages records requests from various agencies.
Oversees the requirements for various electronic programs such as EVPS, IRMS, etc.
Performs additional duties to support operational requirements as apparent or assigned.