Deputy Clerk

Title:Deputy Clerk

State Role

Title:

Salary Non-Specified

Hiring Range:$40,843.00

Location:Portsmouth Juvenile and Domestic Relations Court

Agency Website:www.vacourts.gov

Recruitment Type: General Public - G

Additional Detail

The Deputy Clerk is assigned operational responsibilities in a high-volume, fast-paced office with frequent deadlines.
Ensures court's instructions are executed and legal documents prepared with accuracy and in accordance with state and local policies.

Under general supervision of the Clerk of Court or designee, performs a wide variety of clerical, courtroom, and administrative support duties for the Court by following established policies and procedures based upon Virginia statutes, rules and local ordinances.

Duties include preparing detailed court documents in accordance with established guidelines, automated case management system data entry, scheduling matters for court, preparing correspondence, and filing court documents. Additional responsibilities include answering phones, receipting payments, and assisting customers at the counter. Must be able to multitask and assume additional responsibilities as assigned by management.

The following duties are representative of the essential functions of the position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Prepare, process, file, and maintain court records, case files, and legal documents in accordance with statutes, court rules, and established procedures.
• Enter case information accurately and timely into court case management systems and other required software.
• Scan, upload, index, retrieve, and verify court documents and data for accuracy and completeness.
• Prepare court dockets and related materials for court sessions.
• Ensure proper execution, filing, and routing of court documents, including orders, motions, entries, and correspondence.
• Consult with supervisors or the Clerk of Court when clarification is needed regarding procedures or unusual situations.

• Serve the public, attorneys, and court partners in a courteous, professional, and non-prejudicial manner.
• Respond accurately and timely to in-person, telephone, email, and written inquiries regarding court procedures, fines, hearing dates, and case information.
• Greet visitors and direct them to the appropriate area or staff member.
• Use good judgment to determine when to provide information, recommend exceptions, or refer matters to supervisory staff.
• Maintain a calm and professional demeanor in high-volume or high-pressure situations.
• Perform other related duties as assigned.

• Assist judges in the courtroom and coordinate courtroom activities, as assigned.
• Schedule court trials, arraignments, hearings, and special settings in accordance with established procedures.
• Prepare and issue subpoenas and notices of court appearances to defendants and attorneys.
• Perform in-court duties as required to support court proceedings.

• Accept, process, and receipt payments for fines and court costs, as authorized.
• Open and verify mail; process checks, cash, money orders, and court-related documents in accordance with established controls.
• Prepare and process notices related to failure to comply, pay, or appear.
• Respond to records requests and certify documents as required.

• Maintain confidentiality of all court records and proceedings.
• Comply with the Rules of Conduct for Judicial System Employees.
• Observe policies regarding attendance, leave, IT usage,…