Clerk’s Assistant III – Case/Records Administration

Supreme Court of Virginia; Richmond (VA); On-site; USD 38,000 - 47,000; Full time

Job summary

The Supreme Court of Virginia is seeking a Clerks Assistant III to provide essential front-counter support, answer inquiries from the public and attorneys, and assist with electronic filing through VACES and the court's document workflow.

The role involves processing filings, fees, and records, plus coordinating with the Case Administration and Records Administration teams to ensure timely handling of court materials.

Qualifications

• The candidate must have a high school degree or equivalent; an associate or bachelor's degree is preferred.
• Proficiency in Microsoft Word and Adobe products plus familiarity with court software is expected.
• Experience handling high volumes of work under time constraints and strong multitasking skills.

Responsibilities

• Provide front-counter support to the public, respond to inquiries in person, by phone, and by email.
• Assist with accessing court documents and electronic filing through VACES and ACMS.
• Process filings and fees using multiple payment methods and support record-keeping activities.
• Prepare and transmit records to higher courts and return documents after proceedings.

Skills

Microsoft Word

Adobe Acrobat

Multitasking

Time management

Customer service

Education

High school diploma or equivalent

Associate degree

Bachelor's degree

Tools

ACMS database

VACES portal

Court filing portal

Job description

Title:Clerk's Assistant III

State Role Title:Salary Non-Specified

Hiring Range:$42,500

Location:CAV Court of Appeals of Virginia Clerk's Office

Agency Website:www.vacourts.gov

Recruitment Type: General Public - G

Job Duties

The Court of Appeals of Virginia is seeking a Clerk’s Assistants to provide floating support to the Case Administration and Records Administration Team.

Essential Duties & Responsibilities

On the case administration side, the Team is the Court's main contact with the public. These employees answer many questions in person at the Court's front counter, over the phone, and by email, and serves those individuals who wish to examine records, file pleadings, pay filing fees, and request copies of documents. They are responsible for processing electronic and paper filings, processing filing fee payments made by credit card, check, money order, and cash, as well as assisting the public and attorneys with the use of the Court's electronic filing portal.

On the records side the team processes the receipt and return of trial court records from across the Commonwealth. This team provides critical support in receiving trial court records, preparing this Court’s records for transmittal to the Supreme Court of Virginia and U.S. District Courts, and returning records and certifying orders to Virginia trial courts upon completion of the appeals.

Essential Duties & Responsibilities

• Case Administration
  • Assists the public and attorneys with inquiries regarding Court procedure and case status in person, over the phone, and by email.
  • Assists the public and attorneys with accessing Court documents and records both in person and electronically.
  • Assists the public and attorneys with the use of the Court's electronic filing portal (VACES).
  • Downloads Court filings from the Court's electronic filing portal (VACES), and analyzes and uploads those filings to the Court's case management database (ACMS).
  • Processes paper filings received by hand and mail, analyzes, scans, and uploads those filings to the Court’s case management database (ACMS).
  • Processes receipt of filing fees.
  • Performs other duties as assigned by the Clerk.
• Records Administration
  • Assists trial court staff members with registration and use of the Court's electronic filing portal (VACES).
  • Downloads trial court records from the Court's electronic filing portal (VACES) and analyzes and uploads those records onto the Court's case management database (ACMS).
  • Processes trial court records received in paper format; analyzes, scans, and logs those records onto the Court’s case management database (ACMS).
  • Prepares records for transmission to the Supreme Court of Virginia and the U.S. District Courts.
  • Prepares and issues correspondence.
  • Returns records and certifies orders to the trial courts upon completion of the appeal.
  • Performs other duties as assigned by the Clerk.
    

Minimum Qualifications

The most competitive candidates will possess:

Applicants must have a high school degree or possess an equivalent degree. An associate's or 4-year degree is preferred. Experience working in a court or law office is also preferred. Applicants must possess an excellent knowledge of Microsoft Word, Adobe, and related computer programs. Applicants must have experience dealing with a high volume of work under time constraints, as well as be excellent at multi-tasking and follow-up. Applicant’s work history should include working well with colleagues and the public.

Additional Considerations

The best candidates will have a background of prompt and highly accurate completion of assignments, will be capable of prioritizing numerous tasks, and will be reliable, organized, detail-oriented, and conscientious.

Contact Information

Email: [e-mail]