Legal Records Clerk

Location
Fairfax, Virginia
Salary
$39,270.61 - $65,450.53 Annually
Posted
Aug 10, 2019
Closes
Aug 24, 2019
Ref
19-01723
Industry
Law
Hours
Full Time
Job Announcement

Position serves as part of the Civil Intake Team in the Civil Division. Performs a variety of complex legal and technical processes from initiation to disposition of a civil case. Processes the documents by applying legal rules and procedures. Tasks may include processing subpoenas, garnishments, levies, interrogatories, confessed judgments, and civil services. Provides exceptional customer service to the public, attorneys and staff.
  • Reviews legal documents and applies appropriate legal process according to the Code of Virginia.
  • Ensures compliance with the legal mandates and deadlines.
  • Explains civil case processing policies and procedures to the public, attorneys and staff.
  • Files legal documents and related case materials.
  • Assigns appropriate case management codes and enters court orders into case management system database. Compiles reports from database.
  • Prepares specific court dockets by entering information in to the court calendar and assigning judges court cases.
  • Assists the public and attorneys at the front counter, via written correspondence, the court's website and on the telephone. Answers questions, researches and resolves problems relating to Circuit Court cases.
  • Produces certified copies of requested court documents and prepares triple seals.
    Calculates and collects appropriate fees depending on the type of document.

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.


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.

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

PREFERRED QUALIFICATIONS:
  • Three or more years of court and/or legal experience
  • 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:
Duties are generally sedentary. Must be able to lift boxes and push a cart weighing up to 30 pounds. Must be able to stand for long periods of time. Must be able to enter and retrieve data from a computer. Physical requirements can be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview. As part of the interview process, a written exercise 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.