Deputy Clerk (Records Management)

Posting number: 104DC(RM)-2193

Department: Clerk of the Circuit Court

Division: CLERK OF CIRCUIT COURT

Job classification: Deputy Clerk (Records Management)

Posting type: Open

Categories: Administration, Court Administration, Records Management

SummaryPerforms a variety of clerical work including receipting and recording land records, issuing marriage licenses, scanning and indexing permanent records, assisting the public in the record room and accessing fees and copying permanent records, and performing other miscellaneous duties such as, filing, preparing a variety of Clerk’s Orders, and appointments to various boards and commissions, receipting and filing judgments, financing statements, fictitious name certificates, and military discharges, and setting up copy accounts for copy machine in record room. Answers telephone and assists callers. Employee must exercise initiative and independent judgment in completing assignments. Employee must also exercise tact and courtesy in contact with the general public.  

Job responsibilities may include any of the following, depending on the incumbent’s functional assignment. This is not meant to be an exhaustive list of job functions, but a representative sample of the type and level of work that is expected in this position.

Receipts, records, scans, indexes, verifies and copies land records and other documents; receipts, files, indexes, scans, proofs, and verifies financing statements, military discharges, fictitious name certificates, marriage licenses, wills and fiduciary documents.

Checks, opens, returns, and prepares mail for recordation; proofs and verifies recorded documents.

Performs counter duty by assisting the public with issuing marriage licenses, concealed handgun permits, assumed name certificates; files military discharges, helps patrons with questions about public records.

Prepares oaths and Clerk’s Orders for ministers to perform marriages; boards, commissions, and elected officials qualifications; and notary qualifications, including notification to Secretary of the Commonwealth of notary qualifications.

Performs archival backups of indexes and images; performs scanning off-site as needed for oversize plats and other documents, and imports the same into the Court Record Management System for public access.

Answers telephone and greets visitors; provides information, or refers caller to appropriate personnel.

Assists general public in record room by accessing and copying records; maintains security of permanent records within the Circuit Court Clerk’s Office. 

Answers miscellaneous copy requests; receipts and sets up debit accounts for copy machining in Record Room including adding additional copies and deleting plat copies as requested by customers. 

Examples of dutiesHigh school graduate or equivalent; and 1-2 years of experience in varied clerical work; or any combination of education and experience which provides the required knowledge, skills, and abilities. 

This job is contingent upon successful completion of pre-employment checks to include criminal history and background checks.

QualificationsThorough knowledge of general math to include addition, subtraction, multiplication, division, percentages, and fractions.

Thorough knowledge of office procedures and principles.

General knowledge of business English.

Effective oral and written communication skills.

Ability to deal effectively and tactfully with the general public.

Ability to use personal and peripheral computer equipment and word processing and spreadsheet software with reasonable speed and accuracy. 

Supplemental informationMust be physically able to operate a variety of automated office machines including computers, typewriters, calculators, copiers, facsimile machines, etc. Occasionally may lift, carry, push, pull or otherwise move objects. Must be able to lift up to 25 pounds. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. 

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