Probate Clerk

Job Description

Performs a variety of intermediate skilled clerical and technical administrative work to carry out assigned duties in the office of the Circuit Court; does related work as required. Duties are performed under the general direction of the Clerk and Chief Deputy Clerk. Limited supervision may be exercised over supportive personnel.

This position is a part of a career ladder to allow for career development. The full salary range for each level is listed below:

Deputy Clerk of the Court I - $16.81/hour to $28.58/hour
Deputy Clerk of the Court II - $19.25/hour to $32.73/hour
Deputy Clerk of the Court III - $22.05/hour to $37.49/hour

Examples of Duties

• Performs a variety of difficult and skilled clerical and technical work in the Office of the Circuit court;
• Receives payments, records receipts, reconciles accounts, and assists the public;
• Receives payments in person or by mail and posts payments to accounts;
• Answers questions from citizens regarding accounts and sets up new accounts for payments;
• Processes Assumed Name Certificates or Fictitious Name Certificates, receives payments, and indexes them;
• Processes Marriage License applications, receives payments and indexes them;
• Processes Concealed Handgun Permit applications, receives payments, and indexes them;
• Administers oaths to Notary Publics, receives payments and indexes them;
• Administers oaths to elected and appointed officials;
• Administers oaths to Sheriff's Deputies and Crossing Guards;
• Assists citizens and attorneys with the filing of various legal documents and file/date stamping;
• Assists and answers questions from citizens and legal professionals regarding case filings and fees;
• Opens daily mail, date/time stamps and sorts to various departments within the office;
• Prepares various documents including correspondence, court forms and reports;
• Prepares court orders for each case on daily docket;
• Processes and updates new and existing case filings and documents;
• Processes case filings as indicated, scans and indexes each filed and processed document;
• Processes appeals as noted, indexes and creates a table of contents and send electronically to Court of Appeals or Supreme Court of Virginia;
• Answers phones and assists the public and legal professionals with information needed regarding case filings and/or fees;
• Assists citizens with filing land record recordings and scans and indexes each recorded document;
• Assists Judge, Commonwealth Attorney, plaintiff and defendant in court while in session;
• Assists with training and oversees supportive personnel;
• Performs related tasks as required

Knowledge, Skills and Abilities

General knowledge of judicial system practices and procedures, recordkeeping principles, customer service skills, maintaining records and files, document review techniques, computers and related software applications, data entry, the ability to present ideas effectively, and written and verbal communications.

Education and Experience

Requires a High School Diploma or GED, supplemented by business school or college level courses or training in business administration or a related field, with 1 – 2 years of experience, or a combination of education and experience. Some experience in the legal field, court system or a related area is required.