Legal Records Clerk

Job Announcement

Serves as a member of the Probate Division. Maintains Probate reception area and provides assistance to the public, attorneys, and staff. Schedules probate appointments. Responds to inquiries via written and email correspondence, and on the telephone. The position requires heavy phone usage on a daily basis. Provides information and explains processes of probate and guardianship matters, including required documents, probating wills, qualifying personal representatives over decedents’ estates, minors’ estates, trust estates and guardians and conservators over incapacitated adults. Maintains working knowledge of the relevant laws of Virginia that govern probate and guardianship matters.

Serves as Deputy Clerk (whose signature is registered with the Secretary of the Commonwealth) to certify records or sign documents. Intakes documents regarding fiduciary matters. Processes and records documents pursuant to the Code of Virginia. Provides support to law clerks, attorneys and the public on fiduciary matters. Reconciles daily receipts. Identifies discrepancies and makes corrections. Serves as a verifier and proofs data entry for accuracy. Provides administrative assistance to Probate Clerks. Performs other duties as required.

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 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.

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

PREFERRED QUALIFICATIONS:

• Two or more years of Court and/or legal experience.
• Two or more years of experience in providing front-line customer service.
• Four or more years of data entry experience is preferred.
• Knowledge of the Code of Virginia and regulations in relevant areas.
• Excellent attention to detail and organizational skills.
• Clear and concise oral and written communication skills.
• Experience working in a team environment.
• Ability to exercise tact, discretion, initiative, creativity, and independent judgment.
• Experience in the use of Microsoft Office computer software, especially Word, Excel, and Outlook.

PHYSICAL REQUIREMENTS:

• Ability to communicate verbally and in writing.
• Must be able to input and retrieve data from a computer.
• Be able to lift boxes weighing up to 20 pounds.
• Must be able to sit at a desk or stand for long periods of time.
• 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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Requisition 23-02749