Administrative Records Specialist

About the role

Loudoun County Government has been named one of Forbes' 2025 Best Large Employers! We’re proud to be recognized nationally for our commitment to employee satisfaction and excellence in public service. At Loudoun County, we bring together talented professionals from all backgrounds to make a meaningful impact in a dynamic, growing community — that’s The Loudoun Difference. Welcome and thank you for your interest in employment with Loudoun County Government!

Responsibilities

• Maintains records and provides administrative support for the assigned department.
• Maintains the records management system, both paper and digital, for the Department.
• Arranges for archiving or destruction of records per guidelines.
• Enters data for documents such as warrants, permits, and protective orders and prepares documents for services.
• Scans documents for court or other use.
• Purges digital and/or paper system of outdated documents.
• Conducts background checks for various permits.
• Runs queries to produce required and requested reports.
• Processes fingerprints to accompany various forms/applications.
• Collects fees.
• Performs other clerical related functions.
• Maintains, stores, and assures accessibility of digital and paper case files.
• Locates and retrieves documents for internal and external customers.
• Purges documents as required.
• Conducts routine verification of the filing system.
• Files and scans legal documents, pleadings, and orders in related case file.
• Verifies case numbers on pleadings.
• Ensures security of sealed case files.
• Applies appropriate court labels on legal documents.
• Calculates and collects state, County, and grantor's taxes and fees.
• Ensures proper accounting of funds collected for recordation and fees.
• Prepares notice of filing of foreign judgments.
• Reviews marriage license, fictitious name, and notary public applications.
• Prepares all filings for scanning.
• Performs data entry of IBR reports, arrests, citations, warrants, towed vehicles, or accidents.
• Conducts record and reference checks for federal firearms sales licenses, ATF automatic weapons purchases, massage permits, solicitor permits, and ABC licenses.
• Queries data in VCIN/NCIC to complete background and criminal history checks for citizens and law enforcement personnel.
• Assists citizens and law enforcement personnel with Records Unit transactions.
• Processes permits.
• Completes background checks and fingerprinting.

Requirements

• High School diploma or equivalent.
• Two (2) years of related clerical/administrative work, or equivalent combination of education and experience.
• Selection process includes review of the Applicant Screening Questionnaire and County employment application; in-person interview(s); and an intensive background investigation to include fingerprinting, criminal background check, credit check, driving record, and polygraph examination.
• Hold or obtain Virginia Public Notary license within 30 days of hire.
• Hold or obtain, depending on duties, VCIN/NCIC, LIDS/CORIS, and CLEAR/Linx certifications.