Legal Records Clerk

Fairfax County • Fairfax (Fj16), VA

2d • Onsite

About The Position

Serves as a member of the Public Services Division. This position is cross-trained to perform a variety of duties in processing court-mandated functions. These functions may include marriage licenses, financing statements, and notary commissions. Additionally, must be able to analyze, recognize, and report fraudulent filings from the public. Administers oaths and swears in public officials appointed by the Governor of Virginia. Occasionally staffs the public information desk of the courthouse which dispenses information regarding three separate courts and agencies. Must possess knowledge of the Code of Virginia as it relates to Public Services records, administrative rules and procedures, and must interpret and apply them to various civil records and transactions. Maintains current knowledge of the functions of the Juvenile, General District, as well as the Circuit Court and other agencies in order to dispense correct information to the thousands of visitors who come to the courthouse each week.

Requirements

• High school graduation
• Two years of experience providing administrative support, technical support, customer service, or working in a court or legal environment
• Knowledge of standard administrative procedures, practices, and equipment
• Knowledge of common legal terminology, documents and procedures
• Ability to 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
• Ability to input and retrieve data from a computer
• Ability to type at least 40 words per minute (WPM)
• Ability to sit or stand for long periods of time
• Ability to communicate verbally and in writing
• Ability to work with limited direction to address identified objectives

Nice To Haves

• Two or more years of court and/or legal experience
• Two or more years of experience providing administrative support
• Excellent customer service skills and experience
• Two or more years of cashiering experience
• Two or more years of experience performing data entry
• One or more years of experience scanning and indexing documents into a digital imaging system
• Ability to work independently and in a team environment
• Attention to detail and excellent organizational skills
• Ability to multitask
• Experience using court case management systems, scanning and imaging software; Adobe Suite; and Microsoft Office Suite (especially Word, Excel, PowerPoint, Outlook, and Teams)
• Bilingual in English and another language

Responsibilities

• 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
• Calculates and collects fines, court costs, and restitution
• Notifies defendants of court fines, fees, and restitution balances and payment options
• 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

Benefits

• Criminal background check
• Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED