Civil Process Clerk

Spotsylvania County is committed to maintaining a drug free workplace. Employees are prohibited from manufacturing, distributing, possessing or using controlled substances such as marijuana. A positive drug test result, confirmed use or impairment can be subject to disciplinary action, up to and including termination in accordance with our personnel policies.

A positive pre-employment drug test will also disqualify a candidate for hire.

General Statement of Job

Under direct supervision, provides administrative and clerical support to the process of serving and recording civil papers. Duties include receiving papers, performing varied data entry tasks, and distributing and forwarding papers according to the procedures and steps necessary for their servicing and processing. Work is performed to allow civil papers to be recorded, served and returned to the courts prior to and in preparation for scheduled court dates. Employee also computes and processes the Department payroll.

Special Duties & Responsibilities

• Receives civil papers; stamps time and date of receipt and assigns each paper a number. Enters pertinent data into the Department's automated information system and distributes the papers to Civil Deputies for service.
• Assists Deputies with addresses for service. Maintains the status of each paper in the computer system by entering data on the returns of service.
• Enters data pertaining to payment for service into the system database; logs payments received, completes documentation of payments, and forwards payment to the Treasurer.
• Maintains receipts on all papers; and prepares reports regarding papers received, processed and other program activities.
• Answers questions regarding civil papers, status of their processing/servicing; and other related information or questions. Refers persons to other County personnel as appropriate.
• Sorts and distributes the Department mail. Determines postage, meters and stamps all outgoing Department mail and civil papers.
• Compiles the Department's weekly payroll, to include preparing weekly time sheets and related documentation.
• Answers Department telephones, assists callers with questions and requested information. Refers callers to other staff members as appropriate, and/or takes messages.
• Performs Criminal Background Checks as requested. Prepares "No Trespassing" orders.
• Plans and prepares for the Sheriff's auction sales. Prepares receipts, checks and accompanying documentation for auction sales.
• Performs duties of receptionist and file clerk in the absence of staff and during peak workloads as requested.
• Performs other related duties as required.

Minimum Training & Experience

High School Diploma or equivalent included or supplemented by training in clerical or office management practices. Requires one (1) to two (2) years of experience providing clerical support, performing data entry, or maintaining files; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities.

Special Requirements

• Knowledge of the practices for serving and processing civil papers; of clerical procedures and practices; and of office equipment and common administrative information system applications such as word processing.
• Knowledge of the programs and activities of the Department.
• Ability to enter, retrieve and maintain data in an automated information system.
• Ability to receive, record and distribute civil papers; to maintain records of related records; to prepare the Department payroll; to receive and refer incoming calls and visitors in a courteous manner; and to maintain assigned records.
• Ability to follow instructions.
• Ability to establish and maintain effective working relationships as necessitated by work assignments.
• Ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.
• Ability to read civil papers, addresses, garnishments, payroll records, checks, policies, procedures and correspondence.
• Ability to prepare reports of program activities, payroll records, payment documentation and receipts, and other program documents using prescribed format.
• Ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English.
• Ability to utilize mathematical formulas. Must be able to add, subtract, multiply and divide.
• Ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress.

PHYSICAL REQUIREMENTS