Deputy Clerk

General Description:  The incumbent will be assigned to the recording desk and be primarily responsible for ensuring that land records, plats, judgments, and Uniform Commercial Code statements are added to the public record daily after collecting fees and/or taxes.  The incumbent will also support other Land Records Division deputy clerks expand the name searchable index to public records, assist the public research and obtain copies of public records, issue marriage licenses, and accept passport applications.     

Organization:  The Deputy Clerk is part of the 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.  They supervise no staff.   

Essential Functions:  (may depending on Career Development level)

· Records and indexes real estate related documents after assessing and collecting taxes and fees 

· Dockets and releases judgments and liens

· Files UCC statements

· Records military discharge records (DD214)

· Issues marriage licenses, and qualifies ministers and notaries public

· Administers oaths of office to public officials

· Serves as passport application acceptance agent

· Helps researchers locate and copy records from the office’s archive

· Scans and indexes historical records and adds them to the Records Management System

· Provides reports or information to Bureau of Vital Statistics, Hanover County Commissioner of the Revenue and Treasurer, Secretary of the Commonwealth, and United States Department of State 

· Provides prompt, accurate, and courteous service

· Assists the public in person, by mail, or telephone research and obtain copies of the public record

· Serves as liaison between the public, judges, litigants, attorneys, and government agencies

· Accounts for money received in the court’s Financial Accounting System or the Records Management System (RMS)

· Adds document images and index information to the RMS 

· Maintains records in accordance with the Code of Virginia and The Library of Virginia’s retention and disposition schedules

· Provides reports or information to Circuit Court Judges, law clerks, Commonwealth’s Attorney, and Judicial Coordinator 

· Performs other duties 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 as they relate to land records, 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 enter 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

Salary : $50,000 - $60,000