Deputy Court Clerk

General Summary

• Choice of retirement plan:
  • Defined Benefit Pension Plan: Provides a monthly benefit upon retirement, calculated using a defined formula based on earnings history, years of service, and age. The plan includes a 5-year vesting period and requires an employee contribution of 5% of salary.
  • Defined Contribution 401a Plan: Employer makes fixed contributions to an individual account, which are invested, and returns are credited to the account. The account balance is used to provide retirement benefits. Vesting occurs at 33% after one year, 67% after two years, and 100% after three years of service. No salary contribution is required.
• Voluntary 457 Deferred Compensation Plan
• Eligibility to purchase prior service credit under the Defined Benefit Plan

Essential Responsibilities and Duties

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations will be considered to enable individuals with disabilities to perform the essential functions. The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

General Responsibilities:

• Maintains and updates computer information.
• Assists members of the public and Court personnel in person, by telephone, by mail or by e-mail.
• Administer oaths, as necessary.
• Responsible for appropriate use and maintenance of City equipment, tools, and other resources, including work time.
• Regular and reliable attendance.

• Receives computer-based payments for services rendered; makes determination as to collection of fines and costs/filing fees.
• Receives documents for recording or filing; maintains information in computerized indexes.
• Assists the general public in person, by telephone, by mail, or e-mail; directs to appropriate party, department, outside agency, or other resource; answers questions ad provides information within specific guidelines; provides forms, applications, and other materials.
• Receives and distributes mail, shipments, deliveries, and materials.

• Attends criminal hearings and trials.
• Drafts Court Orders memorializing what occurred in hearings and trials.
• Updates the state Circuit Case Management System and various computer databases regarding actions, as well as court costs, fines, and/or restitution.
• Sends necessary updates to local jail, probation officer, or any other outside agency.
• Performs a variety of clerical support duties, including preparing, typing, copying, collating, filing and e-filing various Court documents, forms, reports, records and other materials.
• Assists the general public in person, by telephone, by mail, or e-mail; directs to appropriate party, department, outside agency, or other resource; answers questions ad provides information within specific guidelines; provides forms, applications, and other materials.

• Responsible for daily finance and bookkeeping matters and updating the Financial Accounting System.
• Reconciles daily receipts and prepares daily deposit of funds collected.
• Assists with questions regarding court costs and restitutions.
• Sets up payments plans.
• Disburses restitution to victims of crimes.
• Assists general public in the Records Room.
• Responds to and manages records requests from various agencies.
• Oversees the requirements for various electronic programs such as EVPS, IRMS, etc.

• Performs additional duties to support operational requirements as apparent or assigned.

Education, Experience and Skills

Education and Experience: Candidates may qualify by demonstrating the required knowledge and skills outlined for the job through experience(s) other than formal education such as college.

• High school diploma or GED, and at least 1 year work experience that includes interaction with the public, data entry, and automated recordkeeping or bookkeeping.

• 2 years’ work experience that includes interaction with the public, data entry, and automated recordkeeping or bookkeeping.

• An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.

• Prior experience in Circuit Court Clerk’s Office.

• Required to successfully pass a pre-employment background check and pre-employment drug screen.

• Knowledge of basic office procedures, including customer service and recordkeeping.

• Advanced: ability to read and understand complex statutes, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.

• Intermediate: ability to write reports, prepare business letters, explanations, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

• Intermediate: ability to deal with number systems; simple formulas, practical application of fractions, percentages, ratios/proportions and measurement.

• Basic: provides basic information to others outside direct reporting relationships on procedures or general policies. Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.

• Requires General Direction: normally performs the job by following general instructions or established standard operating procedures and/or policies. There is some discretion when making decisions among a few easily identifiable choices of the appropriate procedure or policy to apply to duties. Performance is reviewed frequently.

• Basic: uses standard technical skills appropriate to the assigned and apparent job responsibilities. Demonstrated knowledge of Microsoft Office (Excel and Word) and ability to learn and effectively use systems and software used in Clerks Office.

• No budgetary/fiscal responsibilities.

• No responsibility for direction or supervision of others.

• Frequent change of tasks.
• Work may be tedious or exacting.
• Performing multiple tasks simultaneously.
• Working closely with others as part of a team.
• Constant interruptions and requests for service
• May require dealing with angry, frustrated and/or upset individuals.

Physical Conditions & Additional Information

Physical Demands:

• Sedentary Work: Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Must be able to remain in a stationary position more than 50% of the time.
• Must be able to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• Ability to observe details at close range (within a few feet of the observer).
• Must constantly operate a computer and other office productivity machinery, such as a calculator, copy machine and computer printer.
• Must occasionally move about inside the office to access file cabinets, office machinery, etc. and must constantly position self to maintain files in file cabinets.

• Typically requires use of standard office equipment and telephone, and related software and hardware; and any other equipment as appropriate or as assigned.

• Work is performed in an office environment where there may be exposure to computer screen for extended periods of time, monitor glare and dust.
• The noise level in the work environment is usually moderate.

The City of Charlottesville is an Equal Opportunity Employer and supports workforce diversity at all levels of the organization. The City prohibits discrimination on the basis of race, color, creed, religion, national origin, ancestry, citizenship status, age, sex or gender (including pregnancy, childbirth and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, military service and veteran status, physical or mental disability, genetic information, or any other characteristic protected by federal, state or local laws. The City is dedicated to this with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, access to facilities and programs, and general treatment during employment.

Requests for reasonable accommodation by individuals with disabilities may be requested by contacting Human Resources at (434) 970-3490 or hr@charlottesville.gov.

The City of Charlottesville conducts job related background checks, reference checks, and pre-employment drug tests, in accordance with federal, state, and local law, of applicants who reach the final stages of the employment selection process. The City’s policy has not changed because of the decriminalization of marijuana in the Commonwealth of Virginia. Marijuana remains an illegal drug under federal law, and it continues to be a violation of the US Department of Transportation regulations and the City’s policy prohibiting employees from testing positive for marijuana.