Legal Records Clerk

Serves as the Sealing Legal Records Clerk in the Civil Division as part of the Case Tracking Team. Performs complex legal and technical duties related to the sealing of certain criminal public records in strict compliance with the Code of Virginia. Tasks include but are not limited to processing Petitions for Sealing; reviewing and executing court-ordered complete and partial sealing; reviewing materials from state agencies; and sealing case files and case management indices, including legacy systems. Coordinates inter-circuit sealing procedures and communicates with law enforcement and public safety agencies regarding required actions.

Works with Court Clerks and the Criminal Department to review and process criminal cases sealed at court hearings. Reviews court orders in the case management system to determine required sealing actions and ensures criminal case information is complete and properly updated for transfer to other state agencies. Reviews materials received from state agencies to determine corresponding Circuit Court criminal case information that must be sealed. Reviews documents for accuracy, compliance, and confidentiality. Prepares cases for Term Day, attends Term Day dockets, and assists with Civil case tracking functions. Corresponds with petitioners regarding filing status and assists the public, attorneys, and staff at the counter, via written correspondence, and by telephone.

Note: This is an entry-level position, and the salary offer will be in the minimum to midpoint range ($45,255.39 to $60,340.18) and will not exceed the midpoint rate of the advertised compensation range. Promotional rules apply for current Fairfax County Government and Fairfax County Public Schools employees.

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

• Receives and reviews documents to ensure completeness for filing and recording;
• Prepares and processes legal documents;
• Enters and updates case information in the case management system;
• Scans and indexes documents in the case management system;
• Calculates and collects fines, court costs, and restitution;
• Notifies defendants of court fines, fees, and restitution balances and payment options;
• Reconciles daily receipts, identifies discrepancies and makes corrections;
• Assists customers by phone, and in person with miscellaneous inquiries;
• Maintains, stores, and ensures accessibility of case files;
• Assists the public requesting to review, and/or obtain copies of case files;
• Prepares and monitors Court dockets;
• Ensures the confidentiality of court records in accordance with the Code of Virginia and the Rules of the Supreme Court.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Knowledge of standard administrative procedures, practices, and equipment;
• Knowledge of common legal terminology, documents and procedures;
• Ability of comprehend applicable Virginia Code sections and laws;
• Ability to process a considerable volume of record work in an accurate and timely manner;
• Ability to perform data entry, scanning, indexing and retrieval with computer information systems;
• Ability to communicate courteously and effectively, both verbally and in writing;
• Ability to develop and maintain effective working relationships with a variety of individuals, including the judges, general public, members of the legal and business community, and department staff.

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
High school graduation; Plus two years of experience providing administrative support, technical support, customer service, or working in a court or legal environment.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Two or more years of court and/or legal experience.
• Two or more years of experience in providing front-line customer services.
• Knowledge and/or experience with the Code of Virginia and regulations in relevant areas.
• Experience performing data entry.
• Excellent attention to detail and organizational skills.
• Experience working in a team environment.
• Ability to exercise tact, discretion, initiative, creativity, and independent judgment.
• Experience in the use of Microsoft Office computer software, especially Word, Excel, and Outlook.