Deputy Clerk

Deputy Clerk

The Deputy Clerk is assigned operational responsibilities in a high-volume, fast-paced office with frequent deadlines. Ensures court's instructions are executed and legal documents prepared with accuracy and in accordance with state and local policies.

Under general supervision of the Clerk of Court or designee, performs a wide variety of clerical, courtroom, and administrative support duties for the Court by following established policies and procedures based upon Virginia statues, rules and local ordinances.

Duties include preparing detailed court documents in accordance with established guidelines, automated case management system data entry, scheduling matters for court, preparing correspondence, and filing court documents. Additional responsibilities include answering phones, receipting payments, and assisting customers at the counter. Must be able to multitask and assume additional responsibilities as assigned by management.

Court Operations and Case Processing:

• Prepare, process, file, and maintain court records, case files, and legal documents in accordance with statutes, court rules, and established procedures.
• Enter case information accurately and timely into court case management systems and other required software.
• Scan, upload, index, retrieve, and verify court documents and data for accuracy and completeness.
• Prepare court dockets and related materials for court sessions.
• Ensure proper execution, filing, and routing of court documents, including orders, motions, entries, and correspondence.
• Consult with supervisors or the Clerk of Court when clarification is needed regarding procedures or unusual situations.

Customer Service and Public Interaction:

• Serve the public, attorneys, and court partners in a courteous, professional, and non-prejudicial manner.
• Respond accurately and timely to in-person, telephone, email, and written inquiries regarding court procedures, fines, hearing dates, and case information.
• Greet visitors and direct them to the appropriate area or staff member.
• Use good judgment to determine when to provide information, recommend exceptions, or refer matters to supervisory staff.
• Maintain a calm and professional demeanor in high-volume or high-pressure situations.
• Perform other related duties as assigned.

Courtroom and Scheduling Support:

• Assist judges in the courtroom and coordinate courtroom activities, as assigned.
• Schedule court trials, arraignments, hearings, and special settings in accordance with established procedures.
• Prepare and issue subpoenas and notices of court appearances to defendants and attorneys.
• Perform in-court duties as required to support court proceedings.

Financial and Administrative Support:

• Accept, process, and receipt payments for fines and court costs, as authorized.
• Open and verify mail; process checks, cash, money orders, and court-related documents in accordance with established controls.
• Prepare and process notices related to failure to comply, pay, or appear.
• Respond to records requests and certify documents as required.

Professional Responsibilities and Ethics:

• Maintain confidentiality of all court records and proceedings.
• Comply with the Rules of Conduct for Judicial System Employees.
• Observe policies regarding attendance, leave, IT usage, security, and workplace conduct.
• Complete required training, including IT security and other mandatory coursework.
• Maintain an organized, efficient, and user-friendly work area.
• Promptly report safety or security concerns according to policy.

Minimum Qualifications:

The most competitive candidates will possess:

High School diploma or equivalent required. Most competitive applicants will have considerable court, business, or office related experience. Applicants should be highly organized and possess significant knowledge, skills, and abilities in personnel management, time management, and performance management. Excellent written and verbal communication skills and advanced knowledge of office automation systems and computer software required. Court experience and experience handling money preferred.

Minimum Qualifications:

• High school diploma or equivalent.
• General clerical, administrative, or business experience; or an equivalent combination of education and experience.

Knowledge & Skills:

• Ability to learn court operations, procedures, and case management systems.
• Strong attention to detail and ability to verify accuracy and completeness of work.
• Ability to perform basic data entry and type accurately.
• Working knowledge of standard office software, including Microsoft Office applications.
• Basic math skills.
• Strong written and verbal communication skills.
• Knowledge of and ability to interpret, apply, and adhere to established policies, procedures, and applicable statutes.
• Ability to organize work, prioritize tasks, and meet deadlines.
• Ability to exercise sound judgment and maintain confidentiality.
• Strong customer service skills with the ability to remain calm in stressful situations.

Preferred Qualifications:

• Prior experience working in a court, legal office, or public-sector administrative environment.
• Familiarity with court case management or docketing systems.
• Experience handling records requests or financial transactions.

Physical Demands and Work Environment:

Work is primarily performed in an office and courtroom setting. Duties require the ability to sit, stand, walk, bend, reach, and operate standard office equipment. The employee may be required to lift or carry items weighing up to approximately 10 pounds. Reasonable accommodations may be made.

Contact Information:

Email: View email address on click.appcast.io

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer