Legal Records Clerk

Location
Fairfax, Virginia
Salary
$39,663.31 - $66,105.10 Annually
Posted
May 29, 2022
Closes
Jun 11, 2022
Ref
22-01579
Industry
Law
Hours
Full Time
Job Announcement

Assists the public with the case file review requests and miscellaneous questions; updates the case information in the FCE (Full Court Enterprise) case management system; gathers and distributes case files for motions dockets; maintains the integrity of all civil records including expanding the physical case file when necessary. Specific duties include:

  • Scans, uploads, and images legal documents into FCE system, updates case file information and indexes images to a register of action (ROA) in FCE.
  • Ensures the accuracy of entries in ROA as it is populated for public view.
  • Gathers all necessary files in preparation for a Friday Motions Docket.
  • Locates files using FileTrail (a software and equipment to track and manage files and documents).
  • Assembles orders, pleadings, transcripts, exhibits, medical records, and other relevant documents, while maintaining the integrity of the Circuit Court case file.
  • Delivers the assembled documents to the appropriate Judicial Law Clerk assigned to each docket.
  • Performs other duties as required.

Note: Due to the nature of the position and its responsibilities, physical presence in the office is required.

Salary: The starting salary will be in the minimum to midpoint range ($39,663.31 to $52,883.58) of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees.

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)
  • 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;
  • 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.


Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

  • Knowledge of standard administrative procedures, practices, and equipment;
  • Knowledge of common legal terminology, documents and procedures;
  • Ability of 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.


Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation; plus two years of experience providing administrative support, technical support, customer service, or working in a court or legal environment.

CERTIFICATIONS AND LICENSES REQUIRED:
Not applicable.

PREFERRED QUALIFICATIONS:
  • Two or more years of court and/or legal experience.
  • Cashiering, and/or customer service experience.
  • Demonstrated records maintenance experience, to include incoming, outgoing, and storage record maintenance.
  • Experience scanning and indexing documents into a digital imaging system.
  • Ability to work independently and in a team environment.
  • Excellent oral and written communication skills.
  • Attention to detail.
  • Ability to multitask and work with limited direction to address identified objectives.
  • Excellent organizational skills.
  • Experience using Court Case Management systems, scanning and imaging software.
  • Experience using Microsoft Office Suite (i.e., Word, Excel, and Outlook).

NECESSARY SPECIAL REQUIREMENTS:
  • All newly hired employees are required to be fully vaccinated against COVID-19 (two weeks after the last required dose) as a condition of employment or obtain approval of a medical or religious exemption prior to their start date. Proof of an exemption or vaccination status will be required during the pre-employment onboarding process. New employees who obtain an exemption from the vaccine mandate for medical or sincerely held religious beliefs may be subject to a weekly testing requirement. Vaccinated employees and employees with a medical or religious exemption will complete the attestation online on their first day of employment or shortly thereafter.
  • The appointee to the position must satisfactorily complete a criminal background check.

PHYSICAL REQUIREMENTS:
Requires ability to lift boxes, files and push a cart weighing up to 50 pounds; to input and retrieve data from a computer; to climb a ladder to access and store files; to stand and file for an extended period of time. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

The population of Fairfax County is very diverse where 39.8% of residents speak a language other than English at home (Spanish, Asian/Pacific Islander, Indo-European, and others) and we encourage candidates bilingual in English and a foreign language to apply to this opportunity.

Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 703-222-7314. EEO/AA/TTY.

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