Deputy Clerk I

City of Portsmouth; Portsmouth (VA); On-site; USD 35,000 - 52,000; Full time

Job summary

The City of Portsmouth is seeking a detail-oriented clerical specialist to support the Clerk of the Circuit Court in criminal, civil, probate, and land records processing.

Under supervision, you will greet the public, perform data entry, generate reports, handle payments, and issue licenses and permits as required. Strong organization and communication are essential for success in this role.

Qualifications

• High school diploma or GED required.
• Three years of administrative office experience (or equivalent combination of education and experience).
• Previous clerical work in Clerk of Circuit Court preferred.
• Strong data entry and word processing skills.
• Ability to handle confidential information.

Responsibilities

• Greet the public and provide clerical support to the court.
• Perform data entry, document processing, and report generation.
• Process payments, issue permits and licenses, and manage notary oaths.
• Maintain and organize files and information packages for customers.
• Answer inquiries by phone and in person; route to appropriate sources.

Skills

Administrative support

Data entry

Public customer service

Word processing

Scheduling

Education

High school diploma

GED

Education/experience equivalence

Tools

Microsoft Office

Job description

Under general supervision, this position performs a variety of routine clerical functions associated with criminal and civil trials, probate of estates, and processing land recordation. Reports to the Clerk of the Circuit Court.

ESSENTIAL JOB FUNCTIONS

Performs administrative support work such as greeting the public, word processing, data entry and retrieval; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; generates reports and records; issues concealed handgun permits, marriage licenses, administer notary oaths, and other duties that are assigned to the Office of the Clerk of Circuit Court.

Screens and responds to a variety of inquiries by telephone or in person related to civil, criminal, land records, and probate. Performs all administrative tasks associated the duties of the Clerk of Circuit Court.

Prepares and maintains a variety of files; prepares and provides information packages for customers; processes payments, files and retrieves information as requested or otherwise necessary; schedule maintenance and service calls for office equipment and machinery. Performs other duties as assigned.

Knowledge of Job:

Has some knowledge of policy and procedure for Court procedures. Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Has general knowledge of the policies and procedures, organization and function of the department. Is skilled in the operation of common office equipment, including popular computer-drive word processing and file maintenance programs. Can screen communications and based on content, handle independently or route to proper source. Can correct spelling, grammatical, punctuation and typing errors. Can use independent judgment in organizing and establishing format. Can gather information from a variety of sources and draft documents. Can establish and maintain moderately complex files. Can communicate effectively orally and in writing. Can exercise tact and courtesy in frequent contact with the general.

Quality of Work:

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co- workers and the public.

Quantity of Work:

Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”

Dependability:

Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance:

Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time- off requests.

Initiative and Enthusiasm:

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment:

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Researches problems, situations and alternatives before exercising judgment. Seeks expert or experienced advice when necessary.

Relationships with Others:

Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the public to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons to maintain good will within the city. Interacts effectively with fellow employees and the public.

Coordination of Work:

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions of time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings and deadlines.

Safety and Housekeeping:

Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly work place.

Requires a high school diploma or GED and any combination of education and experience equivalent to three years of administrative office work experience. Previous clerical work experience in the Clerk of Circuit Court office is preferred.

SPECIAL REQUIREMENTS

An acceptable general background check to include a local, state, and federal criminal history check.

Physical Requirements:

Must be physically able to operate a variety of automated office machinery and equipment including computer, printer, calculator, facsimile machine, copier, multi-line telephone systems, etc. Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for sedentary work.

Data Conception:

Requires the ability to compare and or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication:

Requires the ability to speak and or signal people to conveyor exchange information. Includes receiving instructions, assignments and/or directions from supervisors.

Language Ability:

Requires the ability to read a variety of correspondence, forms, reports, etc. Requires the ability to prepare correspondence, forms, reports, etc. specific to jury management system, adhering to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence:

Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in Standard English and possess a basic working knowledge of accounting, clerical and computer operation terminology.

Numerical Aptitude:

Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape.

Motor Coordination:

Requires the ability to coordinate hands and eyes rapidly and accurately in using a variety of office equipment.

Manual Dexterity:

Requires the ability to handle a variety of items, such as office equipment. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination:

Requires the ability to differentiate between colors and shades of color.

Interpersonal Temperament:

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication:

Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.