Deputy Court Clerk II-PT

Salary: $19.90 Hourly
Location : Suffolk, VA
Job Type: Part Time
Job Number: 3473
Department: Circuit Court Clerk
Opening Date: 10/29/2024
Closing Date: 11/12/2024 11:59 PM Eastern
Description
***This is a re-advertisement. Previous applicants need not apply.***
Under general supervision, performs secretarial and clerical duties to provide assistance to the Circuit Court Clerk's office and the general public. Work involves issuing various licenses, subpoenas, court orders and other documents; preparing files; assisting in court cases; and composing and typing a variety of routine documents. Work also involves receiving, screening, and responding to a variety of inquiries by telephone and in person and providing information or assistance or referring inquiries to the appropriate personnel. Work also involves organizing and maintaining departmental records. Employee must exercise independent judgment, discretion and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public. Reports to the Chief Deputy Clerk.
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
Essential Job Functions

• Process Concealed Handgun Applications
• Attends Court and prepare court orders.
• Indexes, images, inputs pleading orders.
• Receives, screens, and responds to a variety of inquiries over the telephone and in person; provides information and assistance to the public and refers inquiries to appropriate personnel as necessary.
• Prepares cases for appeals; assist court in docket call and grand jury sessions; types court orders; pulls files for dockets; sends sentencing guidelines to guidelines commission.
• Receipts deeds and plats and processes for scanning; compares deeds and maintains knowledge of when to assess recordation taxes; types old deeds for the public.
• Assists in probate court; determines validity of will and answers questions pertaining to wills; ascertains information on decedents, heirs, and assets; appoints guardians to minors; qualifies executors, trustees, conservators, and guardians of wills; prepares associated documents for wills; files documents; certifies wills.
• Issues marriage licenses; processes passport applications; prepares certified copies of documents for the Commonwealth's Attorney and general public.
• Issues subpoenas, show causes and capias.
• Responds to requests from inmates, Attorney General, Supreme Court, and other City officials for certified copies of court records; mails requested materials.
• Faxes orders to Department of Corrections; copy sentencing Orders and distribute.
• Files PSRS, Discovery Motions and Answers, etc.
• Enters various data and information into the computer system including revocations, case information and data, etc.; index documents into the computer system.
• Assists in the completion of financial reports; computes fines, fees, and costs; accepts payments; provides receipts.
• Orders and stocks general office supplies including forms from the Supreme Court and various books.
• Receives search warrants from magistrate; files and indexes search warrants; prepares certified copies for the Police Department.
• Checks copy machines regularly; directs the public in the use of copies and computers; calls for assistance, repairs and maintenance on copiers and computers.
• Prepares reports, correspondence, forms and other documents as required or requested; files documents appropriately; scans microfilms permanent records
• Posts and delivers mail.
• Performs other related duties as required.

Required Qualifications
Graduation from high school or equivalent, and minimum 1 year of experience in clerical and secretarial tasks and bookkeeping , or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. Must have prior Circuit Court Clerk's office experience.
Supplemental Information

• Knowledge of City and departmental rules, regulations, policies and procedures, and the ability to interpret them.
• Knowledge of the organization and functions of the Circuit Court Clerk's office.
• Knowledge of modern office practices and procedures including a knowledge of popular computer-driven word processing, spreadsheet, and file maintenance programs.
• Knowledge of legal terminology.
• Ability to maintain moderately complex legal records.
• Ability to draft routine documents.
• Ability to develop and modify work procedures, methods and processes to improve efficiency.
• Ability to compile data from a variety of sources and prepare clear reports from such information.
• Ability to effectively express ideas orally and in writing.
• Ability to exercise tact and courtesy in frequent contact with City employees, City officials, professionals, and the general public.
• 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 of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from.
• Ability to read a variety of informational and legal documents, City and state codes, law books, clerk's manual, etc.; to prepare correspondence, memorandum, reports, case files, etc.
• Ability to speak with poise, voice control and confidence, and to articulate information to others.
• Ability to plan work and develop procedures; to learn and/or evaluate complex information in order to make judgments and decisions.
• Ability to record and deliver information, to explain procedures, to follow oral and written instructions.
• Ability to communicate effectively and efficiently in a variety of technical or professional languages including legal and municipal terminology.
• Ability to utilize mathematical formulas; to add and subtract; multiply and divide; and utilize decimals and percentages.
• Ability to inspect items for proper length, width and shape.

Seasonal Employees- No Benefits
Part-time Employees - Sick Leave (See below)
Full Time Employees are eligible for the following benefits;
Retirement (Virginia Retirement System employer) for employees hired on or after 1/1/14 - Hybrid Members
Hybrid plan members contribute 4 percent of creditable compensation to the defined benefit plan and 1 percent to the defined contribution plan each month. Members may voluntarily contribute up to an additional 4 percent in 0.5 percent increments to the defined contribution plan each month. Members can increase or decrease their voluntary contributions on a quarterly basis. With the mandatory and voluntary contributions to the defined contribution component of the plan, members can contribute a maximum of 5 percent with a 3.5 percent match from the employer. Members invest in various investment options that best fit their needs.
Vested after 5 years in the defined benefit part of the plan. Vested in phases based on years in the Defined Contribution part of the Plan. The retirement eligibility for a full or reduced retirement pension in the Hybrid Plan is very detailed. Please contact the Virginia Retirement System or the Human Resources Department for details.
Paid Time Off (PTO) Yearly earnings
120 Hours (1-59 months), 144 Hours (60-119 months), 168 Hours (120- 179 months), 192 Hours (180 and over)
Sick Leave
Part Time employees earn 4 hours per month Sick leave accrues at the end of the month and may be accrued with no ceiling.
Personal Leave
All regular full time employees are granted 24 hours of personal leave each calendar year. Personal leave must be preapproved and is not cumulative.
Health Insurance
Coverage available for you and your eligible dependents using pre-tax payroll deductions if elected.
Supplemental Insurances
Employees may purchase the following supplemental insurance policies: short term and long term disability, cancer, accident, supplemental hospitalization, and group universal life insurance.
Employer Sponsored Short Term and Long Term Disability
Provides disability coverage for employees work and non-work related disabilities. Work related disabilities are covered starting on day one (1). Non work related disabilities are covered starting on day eight (8), after you have been employed for one year.
Flexible Spending Accounts
Employees may participate in the Health Reimbursement, Dependent Care Reimbursement and Premium Reimbursement Accounts. All deductions are made on a pre-tax basis and will reduce your taxable income.
Life Insurance
The city pays the entire premium for life insurance coverage in the amount of 2 times annual salary for natural death and 4 times annual salary for accidental death.
Optional Life Insurance
Employees have the option of electing additional life insurance coverage in the amount of 1, 2, 3 or 4 times their annual salary. Employees may only purchase optional life insurance on spouses and children if they are enrolled in optional life insurance for themselves.
Family and Medical Leave Act (FMLA)
12 weeks of job protected leave for leaves approved in accordance with the Family Medical Leave Act. Employees receive continuation of health insurance, job protection and consideration for a comparable job when available, or an equivalent job, upon return to work.
Funeral Leave
24 hours of paid leave of absence in case of death in immediate family.
Holidays
Suffolk follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia.
Jury Duty
Time off with pay with difference between jury pay and regular pay or use annual leave and keep check.
457 Deferred Compensation, ROTH IRA, Traditional IRA
Offered through ICMA Retirement Corporation as a way to shelter a portion of your salary from income taxes and save for retirement.
Employee Assistance Program
Offers employees and immediate family members (3) free, confidential counseling sessions related to a broad range of issues such as marital or family conflict, job or personal stress, alcohol or drug abuse, financial or legal worries, etc.
Worker's Compensation
Should an employee have an on the job injury, he/she could be eligible for Workmen's Compensation Benefits, except in cases of willful neglect.
Pay Days
Employees will be paid on the 15th and last working day of each month.
Credit Union
A Suffolk Credit Union is available to employees.
Legal Services
Employees may prepay for access to legal assistance.
Notary Public Services
Services available in the Human Resources Department.
Alternative Work Schedule For some positions -Offers 4 Alternative Work Schedule options to provide employees with greater control over their personal and professional time, as well as reducing absences.
01
Do you have a high school diploma or GED?

• Yes
• No

02
Which of the following best describes your customer service, clerical, and/or data entry experience in a professional office setting?

• No experience
• Less than 1 year
• 1 - 2 years
• 3 - 4 years
• 4 - 5 years
• Greater than 5 years

03
Which of the following best represents your work experience in a Circuit Court Clerk's Office?

• No experience
• Less than 1 year
• 1 - 2 years
• 3 - 4 years
• 5 - 7 years
• 8 years or more

Required Question