Legal Records Clerk

Fairfax, Virginia
$39,270.61 - $65,450.53 Annually
Oct 19, 2019
Nov 02, 2019
Full Time
Job Announcement

Serves as Information Desk Clerk of Land Records Division to assist the public who seek information about their real estate records. Position functions as part of the team and serves as backup in other areas of the Land Records Division, including Judgments, Recording and Verification.
  • Staffs the information desk and 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.
  • Assists the public to locate, review, and retrieve land transaction documents using the Court Public Access Network (CPAN). Assists customers with preparation of cover sheets for the electronic-recordation of land transaction documents.
  • Assists customers in calculating recording fees and taxes, navigating through over 100 different document types relating to land transactions. Collects fees, prepares receipts for various payments collected. Balances receipts and prepares daily close-out reports.
  • Serves as a back-up to accept and officially record all 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.
  • Serves as a back-up to review and reconcile indexed data in the system. Reviews land transaction documents, identifies discrepancies in the indexed data, and makes corrections in the database as necessary.
  • Serves as a back-up to docket and release judgment orders, and discharges of judgment in bankruptcy issued daily by the judges.

This is an entry level position and salary offer 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

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 court and/or legal experience
  • Two or more years of experience in providing front-line customer services
  • Experience processing property transactions, such as loans, deeds, or trusts
  • 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

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 written exercise may 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.