Legal Records Clerk

Job Announcement

Serves as part of the Financial Section in the Criminal Division. Performs various financial duties with a primary focus on the calculation of court fines, fees, and interest, and the processing of payments received by mail, over the phone, and in person. In addition, this position is responsible for customer service, records management, and other administrative duties as assigned. Processes documents used by court staff across divisions to ensure court fees are entered into the Court's case management system timely and reflect the disposition of the court. Prepares formal notification to defendants of their court fine(s), fees, and restitution balance(s) as well as their payment options and penalties for defaulting. Maintains a cash drawer that is reconciled daily. Establishes and monitors restitution accounts. Researches cases to identify and process various financial options, such as confirming jurisdiction to assure assessment to proper locality prior to entering fines, fees and restitution into the Court's case management system. Prepares vouchers for payment of attorney fees, extraditions, witness costs, lab fees, hotel fees, expert witness fees, transcription fees, and other fees. Prepares monthly reports for bonds and receipts and disburse monies accordingly. Disburses refunds for overpayment of court costs. Tracks and maintains a list of bad checks. Establishes and prepares payment agreements in accordance with court orders. Prepares and submits reports to the Virginia Department of Taxation Set-off Debt Division listing cases in arrears and notify individuals accordingly. Monitors accounts and reports overdue accounts for collection.

Note: The salary offer for the position will be in the minimum to midpoint range ($46,160.40 to $63,470.58) and may NOT exceed the midpoint rate of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees.

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 the following: 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:

• Associate's degree.
• Two or more years of experience in finance, accounting or bookkeeping, or college course work towards a degree in mathematics, finance or accounting.
• Two or more years of experience in a court or legal environment.
• Exceptional attention to detail, exercise tact, discretion, initiative, and independent judgment.
• Excellent communication and customer services skills/experience.
• Experience calculating fees or cashiering.
• Ability to perform multiple complex tasks simultaneously in a high-volume environment as well as handle sensitive information while maintaining confidentiality.
• Experience and ability to work independently and in a team environment.
• Ability to develop and monitor Excel spreadsheets to track information and statistics.
• Experience using Microsoft Office computer software, especially Word, Outlook, and Excel.

Physical Requirements: Requires ability to lift boxes, files and push a cart weighing up to 20 lbs. Ability to input and retrieve data from a computer. Duties are primarily sedentary and performed in a normal office environment. All duties performed with or without reasonable accommodations.

Selection Procedure: Panel interview and may include exercise. Fairfax County is home to a highly diverse population, with a significant number of residents speaking languages other than English at home including Spanish, Asian/Pacific Islander, Indo-European, and many others. We encourage candidates who are bilingual in English and another language to apply for this opportunity. 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. TTY View phone number on click.appcast.io. View email address on click.appcast.io EEO/AA/TTY.

Benefits

Merit Positions

Fairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following:

• Medical/Vision/Dental Insurance Coverage
• Group Term Life Insurance
• Long Term Disability
• LiveWell Program
• Flexible Spending Programs
• Paid Leave (annual, sick, parental, volunteer activity, and more!)
• Paid Holidays
• Contributory Retirement Plan
• Deferred Compensation
• Employee Assistance Program
• Employees' Child Care Center
• Continuous Learning Opportunities

Please click here (Download PDF reader) for a summary of our benefits. NOTE: Fairfax County Government is a qualifying employer under the Public Service Loan Forgiveness program. For more information about the PSLF program: Public Service Loan Forgiveness | Federal Student Aid

For additional details please visit the County's benefits webpage.

Non-Merit Positions

1. Non-Merit Benefit Eligible: scheduled to work a minimum 1,040 hours and no more than a maximum of 1,560 hours in a calendar year.
   • Medical/Vision/Dental Insurance Coverage
   • Flexible Spending Program
   • Deferred Compensation
2. Temporary: scheduled to work a maximum of 900 hours in a calendar year.
   • No benefits