Legal Records Clerk

Serves as a member of the Public Services Division. This position is cross-trained to perform a variety of duties in processing court-mandated functions. These functions may include but are not limited to marriage licenses, financing statements, and notary commissions. Additionally, must be able to analyze, recognize, and report fraudulent filings from the public. 

Administers oaths and swears in public officials appointed by the Governor of Virginia. Routinely staffs the public information desk of the Courthouse which dispenses information regarding three separate courts and agencies. Must possess knowledge of the Code of Virginia as it relates to Public Services records, administrative rules and procedures, and must interpret and apply them to various civil records and transactions. Maintains current knowledge of the functions of the Juvenile, General District, as well as the Circuit Court and other agencies in order to dispense correct information to the thousands of visitors who come to the courthouse each week. 

(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. 

(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. 
 

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.
• 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). 

• Ability to communicate verbally and in writing. 
• Must be able to sit or stand for long periods of time. 
• Must be able to type at least 40 words per minute due to high volume of documents. 
• Requires ability to lift boxes, files and push a cart weighing up to 20 pounds. 
• Ability to input and retrieve data from a computer. 
• All duties performed with or without reasonable accommodations.