Legal Records Clerk

About the role

This position assists the public with case file review requests and miscellaneous questions and updates case information in the FCE (FullCourt Enterprise) case management system. Duties include gathering and distributing case files for motions dockets, maintaining the integrity of records at the offsite records center, scanning and uploading legal documents, and ensuring the accuracy of entries in the register of action (ROA) for public view.

Responsibilities

• 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.

Requirements

• High school graduation or equivalent.
• Two years of experience providing administrative support, technical support, customer service, or working in a court or legal environment.

Preferred Qualifications

• One or more years of court and/or legal experience.
• Two or more years of experience providing front-line customer service.
• Knowledge and/or experience with the Code of Virginia and relevant regulations.
• 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 using Microsoft Office computer software, especially Word, Excel, and Outlook.

Certificates and Licenses

• Valid driver’s license.

Necessary Special Requirements

The appointee will be required to complete a criminal background check and driving record check to the satisfaction of the employer.

Physical Requirements

• Ability to lift boxes, files, and push a cart weighing up to 50 lbs.
• Ability to input and retrieve data from a computer.
• Ability to climb a ladder to access and store files.
• Ability to stand and file for an extended period of time.
• Ability to communicate verbally and in writing.