DEPUTY CLERK (CD)

Deputy Clerk

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'd love to have you on our team. Among its many responsibilities, Hanover County Circuit Court Clerk's Office handles civil and criminal litigation records, probate of wills, appointment of fiduciaries, land records, and issuance of marriage licenses and concealed handgun permits. Much of our work is about building the permanent record and enabling the public's access. There is always something new to learn.

Initially the incumbent processes civil litigation paperwork and provides skilled support to circuit judges. The incumbent will likely be trained to provide quasi-judicial services to the public by probating wills, qualifying executors, and appointing administrators and guardians; and serve in the Land Records Division. This is a paraprofessional position serving in the clerk's office Civil Division. General Description : This is a paraprofessional position. The incumbent performs routine tasks to provide skilled administrative support to judges and quasi-legal services to the public.

Organization : The Deputy Clerk is part of Hanover County's Career Development Program (CD). The Deputy Clerk Ladder has four levels ranging from Deputy Clerk I to Senior Deputy Clerk. Incumbents report to the Circuit Court Clerk, but often work in a manner approved by Circuit Court Judges. They supervise no staff. However, Senior Deputy Clerk may serve as workflow leaders to lower-level Deputy Clerks.

Essential Functions : Functions may vary depending on Career Development level.

• Prepares, organizes, and maintains the court's civil litigation and probate files
• Drafts routine correspondence, clerk's orders, court orders, and reports to state agencies
• Provides support to Circuit Court Judges
• Reviews pleadings, orders, notices of appeal and other pleadings and correspondence, and identifies applicable timelines
• Issues notices, subpoenas, capiases and writs, assists scheduling civil cases at bi-monthly docket call
• Maintains Circuit Case Management System, Financial Accounting System, Case Imaging System, and records management system.
• Probates wills, appoints executors or administrators, collects probate taxes, insures adequacy of fiduciary bonds
• Appoints guardians and conservators
• Performs other department specific functions as assigned such as recording real estate documents, and assists in records retention or conversion projects
• Performs related work as assigned.

Working Conditions :

A. Hazards : None known

B. Environment : Office

C. Physical Effort : Occasional lifting of record books and court files up to twenty-five pounds

D. Non-exempt

Knowledge, Skills and Abilities : Must be computer proficient and have a working knowledge of Microsoft Office. Ability to organize and prioritize to meet deadlines, required. Knowledge of the principles and practices of substantive and procedural law, preferred. Effective oral and written communication skills, required. Ability to establish and maintain effective working relationships with judges, attorneys, court personnel, County employees and public, required. Must be an accurate, fluent typist able to prepare documents and transfer data into digital files in a fast-paced environment.

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) preferred OR Any equivalent combination of education, experience and / or training sufficient to demonstrate the knowledge, skills and abilities is acceptable. Higher levels on the Career Ladder require certifications and / or additional education up to a Bachelor's degree. Related experience desired as follows : 2 years @ level I, 3 years @ level II, 5 years @ level III, and 7 years @ the Senior level.

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