Principal Deputy Clerk - Court Operations (re-ad 27-00088)

About the role

The Circuit Court Clerk’s Office is the administrative arm of the Circuit Court and plays a pivotal role in supporting the Chesterfield community. The office prioritizes accessibility, transparency, effectiveness, and constituent focus. Staff provide administrative support, record keeping, case management, court-related financial matters, and ensure strict adherence to the law.

Responsibilities

• Court user support: Respond to phone, email, and walk-in inquiries; ask clarifying questions; provide accurate guidance; and direct individuals to the correct division.
• Concealed Handgun Permit processing: Review applications, receipt fees, coordinate background checks, prepare permits or denials, and update CCMS, CIS, and COVERS.
• Notary commission management: Verify statutory compliance, receipt fees, administer oaths, index commissions, provide certifications, and update state systems.
• Minister registration: Register ministers authorized to perform marriages in Virginia.
• Criminal case intake: Verify offense, bond, custody, attorney, and defendant data; coordinate with District Court, Magistrate, and Commonwealth’s Attorney to ensure complete records.
• Case assignment: Assign judges, issue case numbers, check conflicts, consolidate co-defendant matters, and organize warrants.
• Case record creation: Establish CCMS records, schedule hearings, generate case summaries, and incorporate filings into official files.
• Pre-trial record preparation: Review pleadings, prepare clerk sheets, fine/cost sheets, and organize materials for hearings and trials.
• Grand jury processing: Create sealed case files, enter indictments, and coordinate capias distribution.
• Service of process: Issue service documents, ensure accurate return dates, update records upon service, and maintain execution paperwork.
• Interagency liaison work: Communicate with attorneys, law enforcement, Victim Witness, DOC, Probation, Magistrates, and other partners.
• Financial and case assistance: Help defendants understand payment obligations; process receipts, bail pieces, motions, and public file access.
• Search warrant handling: Process search warrants and affidavits, verify signatures, and update the tracking system.
• Post-judgment actions: Issue garnishments, interrogatories, and writs; coordinate service with the Sheriff’s Office.
• Order processing: Distribute orders, update CCMS, scan into CIS and COVERS for permanent retention.
• Mail processing: Open, sort, verify fees, research case numbers, and route filings for timely processing.
• Appeal setup.
• Perform other duties and special projects as assigned at the discretion of the Clerk of Court.

Requirements

• High school diploma or GED; bachelor’s degree in criminal justice/public administration or related field is preferred.
• Three (3) years of relevant experience in management of a court/legal environment; or an equivalent combination of training and experience in management of a court/legal environment or a related field.

Skills

• Strong oral and written communication skills
• Ability to interpret, apply, and explain complex federal, state, and local laws related to the areas of responsibility
• Ability to communicate effectively orally and in writing
• Proficiency operating a personal computer and related software and other standard office equipment
• Develop and maintain effective working relationships with internal and external customers; supervise staff
• Commitment to confidentiality and ethical handling of sensitive information
• Strong problem-solving and solution-oriented mindset, with adaptability to evolving tasks, initiatives, and collaborative cross-functional projects
• Proficient in Microsoft Office, case management systems, and other software applications; skilled in data entry, scanning, and digital document workflows, with the ability to quickly adapt to new technologies

Benefits

• Hourly salary range of $26.97 – $31.70 based on experience; ideal candidate will be offered $26.97, flexible based on experience
• Medical/dental and retirement benefits (employee expense)
• Access to a wide range of benefits including medical, dental, flexible benefit plans, various voluntary benefits, 529 savings plans, EAP, part-time leave, and more
• Workplace grounded in values of respect, growth, and dedication to service
• On-site fitness area and wellness room
• Ability to work remotely one day per month for training purposes, based on office needs and supervisor approval

Schedule

25–28 hours per week; Monday–Friday; 11:30 a.m.–4:30 p.m.