Legal Records Clerk

Job Announcement

The position assists the public with the case file review requests and miscellaneous questions; updating the case information in the FCE (FullCourt Enterprise) case management system; gathering and distributing case files for motions dockets; and maintaining the integrity of records housed at the offsite records center, including expanding the physical case file when necessary. Scans, uploads, and images legal documents into Case Management system, updates case file information and indexes images to a register of action (ROA) in FCE. Ensures the accuracy of entries in ROA as it is populated for public view.

Illustrative Duties

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

Receives and reviews documents to ensure completeness for filing and recording;
Prepares and processes legal documents;
Enters and updates case information in the case management system;
Scans and indexes documents in the case management system;
Calculates and collects fines, court costs, and restitution;
Notifies defendants of court fines, fees, and restitution balances and payment options;
Reconciles daily receipts, identifies discrepancies and makes corrections;
Assists customers by phone, and in person with miscellaneous inquiries;
Maintains, stores, and ensures accessibility of case files;
Assists the public requesting to review, and/or obtain copies of case files;
Prepares and monitors Court dockets;
Ensures the confidentiality of court records in accordance with the Code of Virginia and the Rules of the Supreme Court.

Required Knowledge Skills and Abilities

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

Knowledge of standard administrative procedures, practices, and equipment;
Knowledge of common legal terminology, documents and procedures;
Ability of comprehend applicable Virginia Code sections and laws;
Ability to process a considerable volume of record work in an accurate and timely manner;
Ability to perform data entry, scanning, indexing and retrieval with computer information systems;
Ability to communicate courteously and effectively, both verbally and in writing;
Ability to develop and maintain effective working relationships with a variety of individuals, including the judges, general public, members of the legal and business community, and department staff.

Employment Standards

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation; Plus two years of experience providing administrative support, technical support, customer service, or working in a court or legal environment.

CERTIFICATES AND LICENSES REQUIRED:
Valid driver's license (Required at the time of application)

• One or more years of Court and/or legal experience.
• Two or more years of experience providing front-line customer service.
• Knowledge of the Code of Virginia and regulations in relevant areas.
• Excellent attention to detail and organizational skills.
• Clear and concise oral and written communication skills.
• Experience working in a team environment.
• Ability to exercise tact, discretion, initiative, creativity, and independent judgment.
• Experience in the use of Microsoft Office computer software, especially Word, Excel, and Outlook.

• Ability to input, access, and retrieve information from a computer.
• Ability to lift and carry items weighing up to 75 pounds.
• Ability to climb a ladder to access and store files.
• Ability to operate a motor vehicle.
• All duties performed with or without reasonable accommodations.