Deputy Clerk (CD)

This position serves in the clerk's office Criminal Division supporting the court system. There is always something new to learn. If you are looking for a job in a fast-paced, close-knit office where teamwork, accuracy and enthusiasm for serving the public are valued, we would love to have you on our team. Over time there may be opportunities to work in one of the other divisions of the clerk's office that handle land records or civil litigation.

General Description:This is a paraprofessional position where the incumbent may perform clerical, quasi-legal, or quasi-judicial functions while serving the public, litigants, attorneys, judges, and government agencies.

Organization:The clerk’s office workforce is divided among Land Records, Criminal, and Civil Litigation/Probate divisions. Deputy Clerks are part of Hanover County's Career Development Program (CD). They supervise no staff. The four steps of the clerk’s office CD ladder are distinguished by the complexity, sensitivity, and responsibility of the assigned duties and range from Deputy Clerk I to Principal Deputy Clerk.

Essential Functions (All Divisions):

• Provides prompt, accurate, and courteous service
• Assists the public in person, by mail or telephone obtain copies of the public record
• Accounts in the Financial Accounting System or the Records Management System (RMS) for money received
• Adds documents and index information to the RMS
• Maintains records in accordance with state law and The Library of Virginia’s retention and disposition schedules
• Other duties as assigned

• Responds to inquiries regarding active and inactive cases
• Creates and maintains electronic criminal case files in the Case Imaging System
• Updates the Circuit Case Management System (CCMS)
• Receipts cash bond payments
• Issues notices, subpoenas, capiases, and summonses to show cause
• Determines the need for obtaining a defendant’s fingerprints and/or DNA sample
• Prepares case files for hearings/trials and helps ensure incarcerated defendants are present in court or available by video
• Receives and secures physical evidence introduced in court
• Supports circuit court judges, including during court proceedings
• Prepares and enters continued custody and disposition orders
• Assesses and collects court costs, fines, and restitution
• Drafts court orders for entry by judges
• Finalizes fines, cost and restitution installment payment agreements
• Drafts restrictive licenses
• Prepares case records and transmits them to appellate courts
• Provides reports or information to Community Corrections and Pretrial Services, Department of Corrections, Department of Magistrate Services, Probation and Parole - Ashland, Probation and Parole District 41, Department of Motor Vehicles, Department of State Police, Department of Taxation, Hanover County Commonwealth’s Attorney, Hanover County District Courts, Hanover County Sheriff’s Department, Ashland Police Department, Pamunkey Regional Jail, and Virginia Alcohol Safety Action Program

• Hazards
  1. None Known
• Environment
  1. Office
• Physical Effort
  1. Occasional lifting of record books and court files up to twenty-five (25) lbs.
• FLSA
  1. Non-Exempt

Knowledge, Skills and Abilities:

Demonstrated proficiency in oral and written communication and attention to detail, required. Knowledge of the laws and procedures governing the operation of a circuit court clerk’s office and work area, preferred. Ability to work independently and in teams; multi-task in a fast-paced office environment using technological resources; make decisions based on laws, regulations and office procedures and precedents; make arithmetical computations accurately and quickly; work accurately under stressful conditions; organize and prioritize work to meet deadlines; conduct basic research using the Code of Virginia and circuit court manuals; and, establish and maintain good working relationships with co-workers, attorneys, judges, and general public. Demonstrated integrity and good judgment.

Education, Experience and Training:

High school diploma or equivalent required, with preferred certification through the Compensation Board Deputy Clerk Career Development Program – OR – paralegal certification through NALA (Certified Legal Assistant/Certified Paralegal) or NFPA (Registered Paralegal) – OR – associate or bachelor’s degree in a related field – OR - Any equivalent combination of education, experience and/or training sufficient to demonstrate required knowledge, skills and abilities is acceptable. Principal Deputy Clerk requires a professional certification and/or additional education or training. Related experience required as follows: one year at Step 2, three years at Step 3, five years at Step 4 Principal Deputy Clerk.

Special Conditions:

• Serves at the will of the Circuit Court Clerk
• Criminal Records Check, including fingerprinting
• Twelve-month probationary period
• Work beyond normal work schedule