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Courtroom Administrative Specialist

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Chesapeake, Virginia, United States City of Chesapeake Full time
Job Overview
The Courtroom Administrative Specialist (Deputy Clerk III) will be positioned within the criminal division, specifically focusing on courtroom operations. This role requires the ability to perform effectively 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 orders issued by judges, whether in criminal or, if required, civil proceedings.

This function is vital for enabling our criminal and assistant supervisors to manage the Clerk's office operations efficiently and effectively, ensuring a seamless workflow 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 this position, preferably with experience in circuit court; however, training will be provided for candidates with prior general or juvenile domestic courtroom experience.


The responsibilities of the Courtroom Administrative Specialist (Deputy Clerk III) include entering various data 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 role also involves organizing and maintaining departmental records while updating case management and financial management systems.


The incumbent will document the authentication of legal documents through the certification process and accurately prepare, gather, and organize all required judicial paperwork in accordance with relevant policies and statutory regulations.

Duties are performed at an advanced level based on prior knowledge and experience. Understanding the capias process is essential when receiving and examining defendant paperwork. The position will coordinate court docket activities for arraignment hearings, liaising with court reporters and defendants, and managing witness oaths. Swift and accurate transcription of judge's orders is required.

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.

The position entails operating photocopy equipment, cash registers, barcode scanners, document scanners, imaging stations, and/or record indexing and verification stations. Responsibilities include handling receipt fees, taxes, fines, restitution, and accurately inputting court costs for various court matters into state systems.

Exceptional customer service is paramount, including responding to inquiries from our 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 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 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 operations with 3 to 4 years of combined experience is preferred.
Ability to perform tasks accurately while paying attention to detail, including managing competing priorities.
Preferred experience with certifying case entries for JDR and GDC appeals, direct indictments, and audits.
Proficiency in Microsoft Office and Excel technology.
Capability to draft legal documents.
Experience in handling confidential paperwork.
Strong background in customer relations.
Experience in coordinating with team members.