Records Clerk

Job AnnouncementUnder limited supervision, this position functions as a member of the Criminal Code Compliance Team. Depending upon the complexity of the processes, is responsible for two to four sub-functional areas and may be assigned responsibilities from a wide range of sub-functions. These include assisting the public with the case file review requests and miscellaneous questions, updating the case information in the FullCourt Enterprise (FCE) case management system, gathering and distributing case files for motions dockets, and maintaining the integrity of all criminal records including expanding the physical case file when necessary. Updates and maintains the Clerk of Court's electronic case management system (FullCourt Enterprise - FCE). Scans, uploads, and images legal documents into FCE system, updates case file information and indexes images to a register of action (ROA) in FCE. Ensures the accuracy of entries in ROA as it is populated for public view. Gathers all necessary files in preparation for a Friday Motions Docket. Utilizes FCE to process witness subpoenas and subpoenas duces tecum requests, generate subpoenas for Sheriff or Special Process service, creates multiple reports to specify judges and identify what files are needed for each docket. Locates files using File Trail (software and equipment to track and manage files and documents). Assembles orders, pleadings, transcripts, exhibits, medical records, and other relevant documents, while maintaining the integrity and confidentiality of the Circuit Court case file. Delivers the assembled documents to the appropriate Judicial Law Clerk assigned to each docket. Performs other administrative duties as required. This position also ensures accurate and timely processing of all criminal transactions to eliminate and/or reduce the personal liability of the Clerk of Court and to ensure that every citizen receives procedural due process and equal protection. Incumbent uses multiple databases to include: the Circuit Court Case Management System, and the Virginia State System. Performs related duties as required.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;Notifies defendants of court fines, fees, and restitution balances and payment options;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 StandardsMINIMUM 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:Two or more years of court and/or legal experience.Two or more years of experience in providing front-line customer services, cashiering or calculating fees, and data entry.Two or more years of experience providing general administrative support.Two or more years of experience providing technical support.Knowledge and/or experience with the Code of Virginia and regulations in relevant areas.Excellent attention to detail and organizational 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 primarily sedentary and performed in a normal office environment. Ability to input, access, and retrieve information from a computer. Ability to lift up to 30 lbs. Ability to climb a ladder to access and store files. All duties performed with or without reasonable accommodations.