Legal Records Clerk

Job Announcement

Assists the public with the case file review requests and miscellaneous questions; updating the case information in the FCE (FullCourt Enterprise) case management system; gathering and distributing case files for motions dockets; and maintaining the integrity of all civil records including expanding the physical case file when necessary.

Updates and maintains the Clerk of Court’s electronic case management system (FullCourt Enterprise - FCE). 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.

Other duties include:

• Gathers all necessary files in preparation for a Friday motions docket.
• Utilizes FCE to generate multiple “master reports” to specify judges and identify what files are needed for each docket. Locates files using FileTrail (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.

Note: This position requires physical presence at the worksite location. Driving from the offsite records facility to the Circuit Court will also be required.

Salary: The selected applicant's starting hourly rate will be in the minimum to midpoint range ($19.8336 to $26.4443) 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;
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.

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 the following:
(Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
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.

CERTIFICATES AND LICENSES REQUIRED:
Valid driver’s license is required at the time of application.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to the position will be required to complete a criminal background check and driving record check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• At least two years of experience in office administration or customer service.
• Two or more years of experience in data entry and records maintenance including incoming, outgoing, and storage record maintenance.
• Two or more years of experience scanning and indexing documents into a digital imaging system
• Experience with cashiering or handling money in a professional setting is a plus.

PHYSICAL REQUIREMENTS:
Ability to lift and carry items weighing up to 75 pounds. Ability to input, access, and retrieve information from a computer. Ability to climb a ladder to access and store files. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview and may include a practical exercise.

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. DHREmployment@fairfaxcounty.gov. EEO/AA/TTY.
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