What are the responsibilities and job description for the Deputy Clerk of Court position at City of Winchester?
Criminal Cases
- Setting up the files and maintaining court dockets
- Issuing capias and show causes
- Receiving all papers filed
- Attending court hearings
- Swearing in juries and witnesses (in absence of Clerk)
- Processing all court orders and mailing out necessary copies
- Summoning witnesses
- Securing exhibits
- Allowing the public and press access to case papers
- Processing court-reporter and court-appointed attorney costs
- Docketing judgments of the court fines and costs
- Process Destruction Orders for evidence as needed, collecting fines and costs
- Process capias recall order for unexecuted warrants
- Debt set-off processing
- Communicating with defendants, DMV, Department of Corrections and Probation and Parole Officers
- Indexing and scanning all court orders and maintaining ended files
Civil Cases
- Receipt for and setting up files and dockets
- Issuing subpoenas for witnesses if requested
- Attend court hearings in absence of Clerk
- Securing exhibits
- Indexing, verifying and scanning all court orders and maintaining ended files.
- Process paperwork for Conservators of the Peace
Concealed Weapons Permit
- Process concealed weapon permit applications and maintain the confidentiality of the applicant
- Provide a current list to the Commonwealth Attorney and police department weekly
Jury Management
- Preparing and submitting list to Sheriff for summoning jurors
- Maintaining master jury list
- Process jury excuses and update system accordingly
- Arrange for Jury Commissioners to review jury pool yearly
- Organize the master jury list into specific terms of court
- Provide printed envelopes to the Sheriff for jury summons.
- Maintain and provide attorney lists for upcoming jury trials.
Wills and Estates
- Maintaining files on decedents, a trust or person under disability
- Includes recording and scanning all documents related to probates and qualifications
- Billing estate for additional probate tax if needed, issuing additional certificates of qualification, recording and scanning all accountings
Deeds
- Record, receipt, verify and scan all documents in document management program
Financing Statements, Fictitious Names and Notary Qualifications
- File and receipt financing statements, continuation statements and termination statements
- Record and receipt Assumed Name certificates, partnerships, etc., and give notary publics their oath of office, record order in Clerk's Order Book and mail report to Secretary of the Commonwealth
- Give oaths of office to all elected officials, and others such as School Board, Planning Commission, etc.
Judgments
- Receipt and file judgments to be docketed
- Scan and merge recorded judgments onto public record system
Adoptions:
- Receipt for and setting up adoption files; maintaining ended files. Track progress of case and receipt of required documents.
Expungements
- Receipt for and setting up expungement files
- Maintaining ended files
- Track progress of case and receipt of required documents
Marriages Licenses
- Issue marriage licenses, give couples material required by State law, receipt marriage record
Miscellaneous
- Maintain military discharge records
- Assist genealogists
- Process passports
- Assist general public in looking up information and making copies of records for them
- Registering ministers and civil celebrants authorized to perform marriages
- Accept and file search warrants received from state and local law enforcement
- Back scan any courts records onto public system as directed by Clerk of Circuit Court.
- High school diploma or GED equivalent required
- Valid driver's license required
- Some experience in administrative work, preferably in the public sector, related to job tasks preferred
- Or any combination of education and experience which provides knowledge, skills and abilities
Other Knowledge, Skills and Abilities: General knowledge of the Circuit Court system and its operations. Thorough knowledge of standard office terminology, procedures and techniques. Ability to type accurately, spelling and arithmetic. General knowledge of Office programs and policies; ability to operate standard office, word processing and data entry equipment. Ability to understand and follow oral and written instructions; ability to establish and maintain effective working relationships with court officials, associates and the general public. Ability to maintain the confidentiality of information handled within the office.