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JOB DESCRIPTION – DEPUTY CLERK GENERAL DEFINITION OF WORK: Performs intermediate skilled clerical work in the Office of the Clerk of the Circuit Court; does related work as required. Work is performed under the regular supervision of the Clerk or Chief Deputy Clerk. KNOWLEDGE, SKILLS AND ABILITIES: General knowledge of the office methods, procedures and practices of the Office of the Clerk of Circuit Court; general knowledge of business English, spelling and arithmetic; general knowledge of Office programs and policies; ability to operate standard office, word processing and data entry equipment; ability to understand and follow oral and written instructions; ability to establish and maintain effective working relationships with court officials, associates and the general public. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from high school and some general office assistance experience. PHYSICAL REQUIREMENTS: This is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires reaching, walking, lifting, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, determining the accuracy and thoroughness of work, and observing general surroundings and activities; the worker is not subject to adverse environmental conditions. ESSENTIAL FUNCTIONS/TYPICAL TASKS: Processing legal documents; entering data; indexing records and documents; maintaining records and files; assisting the public. (These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.) ➢ Criminal Cases: Some of the criminal work included is setting up the files and maintaining court dockets; summoning Grand Jury witnesses; issuing capias and show causes; receiving all papers filed; attending court hearings; swearing in juries and witnesses (in absence of Clerk); processing all court orders and mailing out necessary copies; preparing and submitting list to Sheriff for summoning jurors; summoning witnesses; securing exhibits; payment to jurors and witnesses; allowing the public and press access to case papers; processing court-reporter and court-appointed attorney costs; docketing judgments of the court fines ---PAGE BREAK--- and costs; collecting fines and costs; debt set-off processing; communicating with defendants, DMV, Department of Corrections and Probation and Parole Officers; assist Clerk in preparing record for appeal to higher court; indexing and scanning all court orders and maintaining ended files; maintain courthouse calendar; maintain master jury list. ➢ Civil Cases: Receipt for and setting up files and dockets, preparing and submitting list to Sheriff for summoning jurors for any jury trial needed; issuing subpoenas for witnesses; attend court hearings in absence of Clerk; securing exhibits; indexing, verifying and scanning all court orders and maintaining ended files; maintain master jury; process concealed weapon permit applications. ➢ Wills and Estates: Opening and maintaining files on decedents, a trust or person under disability; includes recording and scanning all documents related to probates and qualifications; billing estate for additional probate tax if needed, issuing additional certificates of qualification, recording and scanning all accountings. Give Commissioner of Accounts a report of qualifications. ➢ Judgments: Record, receipt, index, verify and scan all judgments, amendments and releases. ➢ Deeds: Record, receipt, index, verify and scan all documents in Deed Book, provide transfer information to Department of Taxation, Commissioner of Revenue and County Administrator. ➢ Financial and Reporting: Do daily deposits; process and write checks for state deposit certificates; do JV & disbursement for the Court Financial Management System; balance end of day collections with FMS report; process all end of month reports; i.e., transmit local fees to County Treasurer at end of month; Bureau of Vital Statistics Report, State Board of Elections Incompetency Report. Maintain expenditure manual for Clerk’s Office expenses. ---PAGE BREAK--- ➢ Financing Statements, Fictitious Names, Notary Qualifications: File, receipt, index, scan and verify financing statements, continuation statements and termination statements. Record, receipt, scan and verify Assumed Name certificates, partnerships, etc., and give notary publics their oath of office, record order in Clerk’s Order Book and mail report to Secretary of the Commonwealth; give oaths of office to all elected officials, and others such as School Board, Planning Commission, etc. ➢ Marriages Licenses: Issue marriage licenses, give couples material required by State law, receipt, index, scan and verify marriage record. ➢ Miscellaneous: Administer oaths, maintain election records as provided by the Code of Virginia; maintain military discharge records; assist genealogists; assist general public in looking up information and making copies of records for them; registering ministers authorized to perform marriages.