Deputy Court Clerk

The Circuit Court's Deputy Court Clerk performs responsible administrative and technical duties supporting the efficient operation of the Clerk’s Office and the Court. Responsible for performing general responsibilities and will be assigned to the Circuit Court's Land Division. Works under general supervision. Reports to the Clerk of the Circuit Court.

Assignment: Assigned to the Land Division, this position receives and processes payments and fees, records and indexes land records and related documents, assists the public and other customers by providing information and directing inquiries, and receives and distributes mail, deliveries, and other materials.

The preferred hiring amount for this position is between $24.12 - $26.75 an hour ($50,169.60 - $55,640 annually). Starting offer is based on applicable education, experience, and internal equity. This full-time, non-exempt position offers a comprehensive benefits package, including 13 paid holidays plus one floating holiday, vacation and sick leave, health insurance with employer contribution, employer-paid life insurance, gym membership reimbursement, tuition assistance, and professional development opportunities. This position is also eligible for the following retirement benefits:

• 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

The City of Charlottesville manages its own retirement system and does not participate in VRS; however, a Portability Agreement is available for eligible employees. For additional details, please refer to the “Benefits” tab within this posting or visit the City’s Employee Benefits webpage.

Note: This job opportunity is advertised with a closing date of "Continuous." If interested in being considered, an application should be submitted as soon as possible. Applications may no longer be considered once a reasonable number of applications has been received or once a candidate to fill the position is identified. Applications may be evaluated on a continuous basis and interviews may be conducted as soon as possible during the recruitment with candidates who are best qualified. This job announcement may close at any time after 7 calendar days.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.

When assigned to Civil or Land Divisions:

• 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.

When Assigned to Criminal Division:

• 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.

When Assigned to Finance Division:

• 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.

Other Duties

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

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.

Preferred:

• Prior experience in Circuit Court Clerk’s Office.

Certifications/Licenses/Other Requirements:

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

Knowledge, Skills, Abilities and Other Characteristics:
Job Knowledge:

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

Reading:

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

Writing:

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

Math:

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

Communication Skills:

• 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.

Independence and Decision-Making:

• 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.

Technical Skills:

• 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.

Fiscal Responsibilities:

• No budgetary/fiscal responsibilities.

Supervisory Responsibilities:

• No responsibility for direction or supervision of others.

Other Characteristics:

• 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 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.

Machines, Tools, Equipment, Software and Hardware:

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

Work Environment:

• 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.

Salary : $50,170 - $55,640