Deputy Court Clerk II

City of Suffolk; Suffolk (VA); On-site; USD 38,000 - 54,000; Full time

Job summary

City of Suffolk is seeking a detail-oriented clerk to provide essential support in the Circuit Court Clerk's office. The role involves preparing court orders, indexing documents, handling inquiries, and assisting in docket preparation and probate matters.

You will also process vital records, subpoenas, licenses, and fees, while ensuring accuracy and confidentiality in a fast-paced public office environment. Prior clerical experience preferred.

Qualifications

• Graduation from high school or equivalent and minimum 1 year of clerical experience.
• Knowledge of City and departmental rules, policies, and procedures.
• Knowledge of the Circuit Court Clerk's office organization and functions.
• Ability to draft routine documents and prepare reports.
• Ability to use word processing, spreadsheet, and file maintenance programs.
• Ability to maintain confidential information and handle legal materials.

Responsibilities

• Attends Court and prepares court orders.
• Indexes, images, inputs pleading orders.
• Receives, screens, and responds to inquiries by phone and in person; provides information or assistance.
• Prepares cases for appeals and aids in docket calls; types court orders; pulls files for dockets.
• Receipts deeds and plats and processes for microfilming; types old deeds for the public.
• Assists in probate court; handles wills information and guardianship matters; prepares associated documents.
• Issues marriage licenses and processes passports; prepares certified copies.
• Issues subpoenas, show causes and capias; responds to requests for certified copies.
• Files and indexes search warrants; prepares certified copies for the Police Department.
• Computes fines, restitution and costs; processes payments and deposits.
• Enters data into computer systems and maintains records; prepares reports.
• Posts and delivers mail; maintains office supplies and equipment.

Skills

Oral and written communication

Interpersonal tact and courtesy

Attention to detail

Ability to establish and maintain work

Education

High school diploma or equivalent

Tools

Word processing software

Spreadsheet software

File maintenance systems

Job description

Under general supervision, performs secretarial and clerical duties to provide assistance to the Circuit Court Clerk's office and the general public. Work involves issuing various licenses, subpoenas, court orders and other documents; preparing files; assisting in court cases; and composing and typing a variety of routine documents. Work also involves receiving, screening, and responding to a variety of inquiries by telephone and in person and providing information or assistance or referring inquiries to the appropriate personnel. Work also involves organizing and maintaining departmental records. Employee must exercise independent judgment, discretion and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public. Reports to the Chief Deputy Clerk.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

• Attends Court and prepare court orders.
• Indexes, images, inputs pleading orders.
• Receives, screens, and responds to a variety of inquiries over the telephone and in person; provides information and assistance to the public and refers inquiries to appropriate personnel as necessary.
• Prepares cases for appeals; assist court in docket call and grand jury sessions; types court orders; pulls files for dockets; sends sentencing guidelines to guidelines commission.
• Receipts deeds and plats and processes for microfilming; compares deeds and maintains knowledge of when to assess recordation taxes; types old deeds for the public.
• Assists in probate court; determines validity of will and answers questions pertaining to wills; ascertains information on decedents, heirs, and assets; appoints guardians to minors; qualifies executors, trustees, conservators, and guardians of wills; prepares associated documents for wills; files documents; certifies wills.
• Issues marriage, processes passports; prepares certified copies of documents for the Commonwealth's Attorney and general public.
• Issues subpoenas, show causes and capias.
• Responds to requests from inmates, Attorney General, Supreme Court, and other City officials for certified copies of court records; mails requested materials.
• Faxes orders to Department of Corrections; copy sentencing Orders and distribute.
• Files PSRS, Discovery Motions and Answers, etc.
• Computes fines, Restitution and Costs in FMS.
• Enters various data and information into the computer system including revocations, case information and data, bank deposits, etc.; index documents into the computer system.
• Assists in the completion of financial reports; computes fines, fees, and costs; accepts payments; provides receipts; makes bank deposits.
• Orders and stocks general office supplies including forms from the Supreme Court and various books.
• Receives search warrants from magistrate; files and indexes search warrants; prepares certified copies for the Police Department.
• Checks copy machines regularly; directs the public in the use of copies and computers; calls for assistance, repairs and maintenance on copiers and computers.
• Prepares reports, correspondence, forms and other documents as required or requested; files documents appropriately; microfilms permanent records
• Posts and delivers mail.
• Processes petitions for the sealing of criminal court records in accordance with all applicable statutory requirements, judicial guidelines, and established court procedures. The incumbent must ensure all documentation is complete, accurate, and properly verified, confirm eligibility under relevant statutes, and maintain strict confidentiality throughout the review and processing of each petition.
• Performs other related duties as required.

Graduation from high school or equivalent, and minimum 1 year of experience in clerical and secretarial tasks and bookkeeping, or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

• Knowledge of City and departmental rules, regulations, policies and procedures, and the ability to interpret them.
• Knowledge of the organization and functions of the Circuit Court Clerk's office.
• Knowledge of modern office practices and procedures including a knowledge of popular computer-driven word processing, spreadsheet, and file maintenance programs.
• Knowledge of legal terminology.
• Ability to maintain moderately complex legal records.
• Ability to draft routine documents.
• Ability to develop and modify work procedures, methods and processes to improve efficiency.
• Ability to compile data from a variety of sources and prepare clear reports from such information.
• Ability to effectively express ideas orally and in writing.
• Ability to exercise tact and courtesy in frequent contact with City employees, City officials, professionals, and the general public.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from.
• Ability to read a variety of informational and legal documents, City and state codes, law books, clerk's manual, etc.; to prepare correspondence, memorandum, reports, case files, etc.
• Ability to speak with poise, voice control and confidence, and to articulate information to others.
• Ability to plan work and develop procedures; to learn and/or evaluate complex information in order to make judgments and decisions.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
• Ability to communicate effectively and efficiently in a variety of technical or professional languages including legal and municipal terminology.
• Ability to utilize mathematical formulas; to add and subtract; multiply and divide; and utilize decimals and percentages.
• Ability to inspect items for proper length, width and shape.