Legal Records Clerk

$38,462.94 - $64,104.35 Annually
Jan 21, 2019
Feb 04, 2019
Full Time
Multiple positions may be filled from this advertisement. Works as part of the Land Records Division. Records and verifies land records documents received electronically or in paper form. Primary assignments include Land Recordation, Verification, Judgment Processing, or Land Information Desk. All staff are cross-trained and serves as backup in each area.
  • Recordation - Accepts and officially records Land Record documents. Reviews documents for accuracy, completeness, and compliance with the recording requirements according to the Code of Virginia, state and county standards and procedures. Scans documents and enters information into the database system. Calculates fees and taxes and generate receipt for customers. Reviews and reconciles indexed data in the system.
  • Verification - Reviews land transaction documents, identifies discrepancies in the indexed data, and makes corrections in the database as necessary.
  • Judgment - Dockets and releases Judgment Orders issued daily by the Court, and discharges judgments in bankruptcy. Processes judgments which may include unpaid federal and state taxes, unpaid water and sewer bills and court-awarded judgments. Dockets out-of-state judgments which may require interpreting state orders, verifying affidavits, preparing triple seals and sending notices of filings. Collects fees and prepares receipts for various payments. Balances receipts and prepares daily close-out reports.
  • Land Information Desk - Provides information, answers questions, performs research and solves problems related to land records documents for the general public, attorneys, title examiners, real estate agents, other agencies of the City of Fairfax, Fairfax County, and other state and federal courts.
The assigned functional area is in legal records and/or court administration.

The salary offer for the position will not exceed the mid-point of the advertised salary range. 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.
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.

The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.

  • Two or more years of experience in Court/legal, or the land title industry.
  • Excellent customer service skills.
  • Cashiering experience.
  • 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; Adobe Suite; and Microsoft Office Suite (especially Word and Outlook).
Duties are generally sedentary. Must be able to lift boxes and push a cart weighing up to 20 pounds. Must be able to enter and retrieve data from a computer. Physical requirements can be performed with or without reasonable accommodations.

Panel interview. As part of the interview process a computerized test in basic administrative functions will be administered.

It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability 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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