City of Suffolk, VA
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, providing information or assistance or referring inquiries to the appropriate personnel. Work also involves organizing and maintaining departmental records. The employee must exercise independent judgment, discretion and initiative in completing assignments. The 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 described herein. 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 performance of their duties.
Responsibilities
Attends courts and prepares 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; assists court in docket calls and grand jury sessions; types court orders; pulls files for dockets; sends sentencing guidelines to guidelines commission.
Receives deeds and plats and processes for scanning; compares deeds and maintains knowledge of when to assess recordation taxes; types old deeds for the public.
Assists in probate court; determines validity of wills 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 licenses; processes passport applications; 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.
Fax orders to Department of Corrections; copies sentencing orders and distributes.
Files PSRS, Discovery Motions and Answers, etc.
Enters various data and information into the computer system, including revocations, case information and data; indexes documents into the computer system.
Assists in the completion of financial reports; computes fines, fees, and costs; accepts payments; provides receipts.
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; scans microfilm permanent records.
Posts and delivers mail.
Performs other related duties as required.
Qualifications
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 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 of data, people or things.
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 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.
Minimum Requirements Graduation from high school or equivalent, and a minimum of one year of experience in clerical and secretarial tasks and bookkeeping, or any equivalent combination of training and experience that provides the required knowledge, skills and abilities. Must have prior Circuit Court Clerk's office experience.
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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 described herein. 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 performance of their duties.
Responsibilities
Attends courts and prepares 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; assists court in docket calls and grand jury sessions; types court orders; pulls files for dockets; sends sentencing guidelines to guidelines commission.
Receives deeds and plats and processes for scanning; compares deeds and maintains knowledge of when to assess recordation taxes; types old deeds for the public.
Assists in probate court; determines validity of wills 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 licenses; processes passport applications; 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.
Fax orders to Department of Corrections; copies sentencing orders and distributes.
Files PSRS, Discovery Motions and Answers, etc.
Enters various data and information into the computer system, including revocations, case information and data; indexes documents into the computer system.
Assists in the completion of financial reports; computes fines, fees, and costs; accepts payments; provides receipts.
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; scans microfilm permanent records.
Posts and delivers mail.
Performs other related duties as required.
Qualifications
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 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 of data, people or things.
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 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.
Minimum Requirements Graduation from high school or equivalent, and a minimum of one year of experience in clerical and secretarial tasks and bookkeeping, or any equivalent combination of training and experience that provides the required knowledge, skills and abilities. Must have prior Circuit Court Clerk's office experience.
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