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Judicial Support Clerk

2 months ago

Chesapeake, Virginia, United States City of Chesapeake Full time
Job Overview
The Courtroom Administrative Specialist (Deputy Clerk III) will serve in the criminal division, which encompasses courtroom responsibilities. This role requires the ability to perform under pressure. The primary responsibility of this position is to provide essential administrative support to judges, attorneys, defendants, and court staff.

This role involves preparing all necessary documentation to accurately reflect the judge's orders, whether in criminal or, if required, civil proceedings.

This function enables our criminal and assistant supervisors to manage operations effectively and efficiently within the Clerk's office, ensuring seamless continuity of services with confidence and security.

The Deputy Clerk III must possess strong multitasking abilities and prioritize tasks effectively to adapt to changing demands.

Extensive knowledge is required for the Courtroom Administrative Specialist (Deputy Clerk III), preferably with circuit court experience; however, training is available for candidates with prior general or juvenile domestic courtroom experience.


The responsibilities of the Courtroom Administrative Specialist (Deputy Clerk III) include entering various data and information into state computer systems, including precise case entry for Juvenile Domestic and Relations and General District Court appeals; managing indictments and audits; researching guidelines; and composing and typing a variety of routine documents.

This position entails organizing and maintaining departmental records and updating case management and financial management systems.


The incumbent will also be responsible for documenting the authentication of legal documents through the certification process and accurately preparing, gathering, and organizing all required judicial paperwork in accordance with relevant policies and statutory regulations.

Job duties are performed at an advanced level based on prior knowledge and experience. A thorough understanding of the capias process is essential when receiving and examining defendant's paperwork. Coordination of court docket activities for arraignment hearings is required, along with collaboration with court reporters and defendants, and administering witness oaths. The ability to transcribe judge's orders swiftly and accurately is crucial.

Additionally, the role involves reviewing and examining violations in collaboration with other agencies (e.g., Probation and Parole) to ensure accuracy and meticulously cataloging evidence to maintain the chain of custody.

Position responsibilities include operating photocopy equipment, cashier registers, barcode scanners, document scanners, imaging stations, and/or record indexing and verification stations. The incumbent will handle receipt fees, taxes, fines, restitution, and be responsible for entering court costs for various court matters into state systems.

Exceptional customer service is essential, including responding to inquiries from customers through various channels.

Required Qualifications
Vocational/Educational Requirement:
A bachelor's degree or an equivalent combination of education and experience in business administration, public administration, or a closely related field is required.
Experience Requirement:
In addition to meeting the vocational/educational standards, this position requires a minimum of four years of related, full-time equivalent experience.
Special Certifications and Licenses:
None.
Special Requirements:
Employees may be expected to work hours beyond their regularly scheduled hours in response to short-term departmental needs and/or city-wide emergencies.

Preferred Qualifications:
Experience in the criminal court division and courtroom with 3 to 4 years of combined experience is preferred.
Strong attention to detail and the ability to manage competing priorities are essential.
Preferred experience includes certifying case entry with JDR and GDC appeals, direct indictments, and audits.
Proficiency in Microsoft Office and Excel is required.
Ability to draft legal documents and handle confidential paperwork is necessary.
A strong background in customer relations is preferred.
Experience in coordinating with team members is also beneficial.