Deputy Clerk- King William/ King & Queen

Title: Deputy Clerk

State Role Title: Salary Non-Specified

Hiring Range: $40,042

Agency: Supreme Court

Location: King William/King & Queen General District Court

Agency Website: www.vacourts.gov

Recruitment Type: General Public - G

Additional Detail

Job Duties

Job Summary

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.

Position Summary

Under the general supervision of the Clerk of Court or designee, the Deputy Clerk performs a wide range of clerical, administrative, and courtroom support duties in support of court operations. This position is responsible for accurate case processing, records management, customer service, and compliance with established statutes, court rules, administrative policies, and procedures.

The Deputy Clerk serves as a front-line representative of the Court and plays a critical role in ensuring the accurate, efficient, and professional administration of justice.

Essential Duties & Responsibilities

Essential Duties & Responsibilities

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

Essential Functions and Responsibilities

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.

Court Operations and Case Processing

• 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.

Customer Service and Public Interaction

• 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.

Courtroom and Scheduling Support

• 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.

Financial and Administrative Support

• 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.

Professional Responsibilities and Ethics

• 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, security, and workplace conduct.
• Complete required training, including IT security and other mandatory coursework.
• Maintain an organized, efficient, and user-friendly work area.
• Promptly report safety or security concerns according to policy.

Minimum Qualifications

The most competitive candidates will possess:

Minimum Qualifications/Experience

High School diploma or equivalent required. Most competitive applicants will have considerable court, business, or office related experience. Applicants should be highly organized and possess significant knowledge, skills, and abilities in personnel management, time management, and performance management. Excellent written and verbal communication skills and advanced knowledge of office automation systems and computer software required. Court experience and experience handling money preferred.

Minimum Qualifications

Candidates must meet the following minimum qualifications to be considered.

Education & Experience

• High school diploma or equivalent.
• General clerical, administrative, or business experience; or an equivalent combination of education and experience.

Knowledge & Skills

• Ability to learn court operations, procedures, and case management systems.
• Strong attention to detail and ability to verify accuracy and completeness of work.
• Ability to perform basic data entry and type accurately.
• Working knowledge of standard office software, including Microsoft Office applications.
• Basic math skills.
• Strong written and verbal communication skills.
• Knowledge of and ability to interpret, apply, and adhere to established policies, procedures, and applicable statutes.
• Ability to organize work, prioritize tasks, and meet deadlines.
• Ability to exercise sound judgment and maintain confidentiality.
• Strong customer service skills with the ability to remain calm in stressful situations.

Preferred Qualifications

These qualifications are not required but may distinguish candidates.

Education & Experience

• Prior experience working in a court, legal office, or public-sector administrative environment.

Specialized Knowledge

• Familiarity with court case management or docketing systems.
• Experience handling records requests or financial transactions.

Physical Demands and Work Environment

Work is primarily performed in an office and courtroom setting. Duties require the ability to sit, stand, walk, bend, reach, and operate standard office equipment. The employee may be required to lift or carry items weighing up to approximately 10 pounds. Reasonable accommodations may be made.

Contact Information

Email: Humanresources@VACourts.gov