Legal Records Clerk

Job Announcement

Serves as a member of the Public Services Division and performs a variety of duties in processing court-mandated functions. These functions may include, but are not limited to, the preparation and recordation of marriage licenses, the issuance of notary commissions and financing statements and charters. Calculates and collects fees. Analyzes, recognizes, and reports fraudulent filings received from the public. Administers oaths and swears in the public officials appointed by the Governor of Virginia. This position will be cross-trained to staff the Fairfax Courthouse information desk, and must maintain current knowledge of the functions of the Juvenile Court and General District Court, as well other agencies in order to provide correct information to the public.

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;
• 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;
• 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.

PREFERRED QUALIFICATIONS:

• Two or more years of court and/or legal experience.
• Excellent customer service skills.
• Cashiering experience.
• Demonstrated data entry or typing 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.
• Proficient in Microsoft Office Suite (i.e., Word and Outlook) and Adobe Suite.

NECESSARY SPECIAL REQUIREMENTS:

• The appointee to the position must satisfactorily complete a criminal background check.
• All newly hired employees will complete an attestation online related to their vaccination status against COVID-19 or a medical or religious exemption (forms provided by the agency) on their first date of employment or shortly thereafter. Employees who are not vaccinated, including persons with a medical or religious exemption, shall submit to weekly testing.

PHYSICAL REQUIREMENTS:
Ability to lift boxes, file and push a cart weighing up to 20 pounds. Ability to input and retrieve data from a computer. Ability to type at least 40 words per minute due to high volume of documents. Ability to sit or stand for long periods of time. All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

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. EEO/AA/TTY.