Deputy Clerk-Local Records

Rockingham County Virginia; Virginia (MN); On-site; USD 42,000 - 64,000; Full time

Job summary

Rockingham County VA is seeking a Deputy Clerk of Local Records to review court and agency filings for recordation in the Deed Room. The deputy must decipher Virginia recordation laws and understand filing types to ensure accurate indexing and compliance.

The role requires operating Tyler Technologies and related office programs, handling fees, and maintaining public access to permanent land and court records, including docketing judgments and liens as needed.

Qualifications

• 1-3 years in legal or real estate administrative environment
• Bachelor’s degree in business or government management or related studies OR an equivalent combination of education, experience and training
• Ability to decipher Code of Virginia recordation laws and apply filing types
• Knowledge of recordation procedures and public access to records

Responsibilities

• Review items presented for recordation in the Deed Room for statutory compliance
• Operate computer programs and indexing systems in an office setting
• Calculate fees and taxes due and record them in the Tyler Technologies system
• Ensure public access to permanent land and court records
• Assist with docketing judgments, liens, and foreign judgments as needed

Skills

Experience in legal/real estate admin

Office administration

Communication skills

Problem solving

Education

Bachelor’s degree in business or government management or related studies

Tools

Tyler Technologies system

Job description

This website is AudioEye enabled and is being optimized for accessibility. To open the AudioEye Toolbar, press "shift + =". Some assistive technologies may require the use of a passthrough function before this keystroke. For more information, activate the button labeled "Explore your accessibility options".

Job Opportunities

Use the County Jobs tab to search through your municipality's employment opportunities. Subscribe to job posting notifications to be automatically alerted of the latest career opportunities by clicking on the Notify Me button.

Employment Status: Full-Time
FLSA Status: Non-Exempt
Experience Required: 1-3 years in legal or real estate administrative environment
Minimum Education Requirements: Bachelor’s degree in business or government management or Certificate related studies OR - any equivalent combination of education, experience and/or training sufficient to demonstrate the knowledge, skills and abilities is acceptable
Direct Supervisor: Senior Deputy Land Records Manager
Primary Work Location: Office setting
Physical requirements: This is sedentary work requiring the exertion of up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Regular tasks required include sitting; talking or hearing, in-person and virtual meetings; using hands to handle or operate standard office equipment; and reaching with hands and arms. The employee is frequently required to walk, bend, kneel, and stand; in addition, use written and oral communication skills; read and interpret data, information and documents; analyze and solve problems; observe and interpret people and situations; use math and mathematical reasoning; learn and apply new information or skills. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Certification: None

Job Summary: This employee is in charge with the reviewing of all items presented by the court, public or other agencies for recordation in the Deed Room. The deputy clerk in this position must have the ability to decipher complex Code of Virginia recordation laws and understand the hundreds of different filing types allowed for recording. This position requires aptitude for operating computer programs used in the office setting and ability to implement new programs as needed. This position will ensure that public access to permanent land and court records is followed. With the Circuit Court Clerk’s office being the official repository for and administrative arm of the County’s only court of records and general trial jurisdiction.

Essential Job Functions All duties of the Deputy Clerk of Local Records are essential functions, and this position requires significant focus dealing with complex situations on a daily basis:

Deputy Clerk must be willing to learn the following:

• Must have a working relationship of the statutorily required items that may be put to record
• Must be familiar and be able to recognize errors that may occur in direct conflict with the Code of Virginia and recordation requirements as set by the Library of Virginia
• Serves as a liaison between the clerk’s office and other entities, such as its land records management system and recording providers that are contracted with the office
• Knowledgeable about all aspects of the functional definition requirement of the clerk’s office land records management system
• Manages department administrative and financial functions related to all local records, inner-office accounts, taxations standards of all property and the proper disposition of all codified land records

Assists with the marriage license system

• Ensures all marriage applicants meet statutory requirements
• Responsible for the growth of the system to serve needed language groups
• Manages the daily reporting of licenses returned to the Virginia Department of Health and local record properly recorded
• Reports on all incorrectly returned vital statistics forms to be handled internally or through the civil office for fines and proper recordation
• Works with Commonwealth’s Attorney to obtain a return response on all licenses issued by the office and not returned

Assists with docketing judgments and liens

• Scrutinize incoming judgment abstracts, warrants in debt, civil and criminal judgments, administrative agency liens, state and federal tax liens, liens for child support debt and all associated releases or partial releases for suitability for docketing
• Ensure that proper payment has been remitted as applicable and that document meets all statutory requirements
• Verify certification and ensure that case disposition judgment amount(s) and plaintiff and defendant names are clear
• Ensure that document is legible and otherwise meets recordation standards promulgated by the Library of Virginia
• Prepare all items and properly scan or put to record as statutorily required

Assists with the docketing of foreign judgments in accordance with the Uniform Filing and Foreign Judgments Act

• Perform all duties related to domestic judgment docketing
• Review affidavit prepared by judgment creditor or creditor’s attorney for complete compliance with Act’s requirements

Assists with the recordation of military discharge papers (DD214)

• Review document submitted to ensure it is an original or properly authenticated certified copy
• Enter into sealed permanent index and retain the document for future statutory review

First review of the Deed Book recordings

• Examine documents presented for recordation in the Deed Book (electronically or hard copy format) to ensure that all statutory requirements are met. Ensure that documents are legible and otherwise meet recordation standards promulgated by the Library of Virginia. Calculate fees and taxes due and receipt same in automated Tyler Technologies system Assign recordation date and time, instrument number and Deed Book number and page number to facilitate future retrieval

Knowledge

• Requires considerable knowledge of law and procedures and it relates to land recordation, records retention, and services that the clerk’s office provides directly to members of the public
• Comprehensive knowledge of accounting practices and procedures
• Comprehensive knowledge of the Code of Virginia with thorough knowledge of principles, practices, and techniques of supervision; thorough knowledge of standard office procedures and common legal practices
• Knowledge of legal procedures, terminology and instruments in both court and deed room operations

Abilities

• Ability to plan and manage complex projects independently
• Requires ability to complete work in a timely manner
• Must have skill in independent decision making, ability to establish good working relationships with employees, judges, attorneys, clerk’s office management and general public
• Requires ability to complete work in a timely manner
• Ability to deal with situations requiring tact, diplomacy, fairness and good judgement
• Ability to take necessary actions and maintain and establish an effective working relationship with public, officials, judges, attorneys, and other agencies using both oral and writing skills
• Regular work attendance is required

Rockingham County is an Equal Opportunity Employer