Legal Records Clerk

The position serves as the Information Desk Clerk of the Land Records Division to assist the public who seek information about their real estate records, functions as part of the Land Records team and serves as backup in other areas of the Land Records Division, including Judgments, Recording and Verification.

Duties include:

• Staffs the information desk and provides information, answers questions, performs and solves problems related to land records documents for the general public, attorneys, title examiners, real estate agents, other agencies including the City of Fairfax, Fairfax County, and other state and federal courts.
• Assists the public with locating, reviewing and retrieving land documents using the Court Public Access Network (CPAN). Assists customers with preparation of cover sheets for the recording of the land documents.
• Assists customers in calculating recording fees and taxes, navigating through over 100 different document types relating to land transactions. Collects fees, prepares receipts for various payments collected. Balances receipts and prepares the daily deposit and close-out report.
• Serves as a back-up recorder for all Land Record documents. Reviews documents for accuracy, completeness, and compliance with the recording requirements according to the Code of Virginia, state and county standards and procedures. Scans documents and enters information into the database system.
• Serves as a back-up verification clerk for the reviewing and reconciling of indexed data in the system. Reviews land documents, identifies discrepancies in the indexed data, and makes corrections as appropriate.
• Serves as a back-up to the judgment clerks. Dockets and releases judgment orders, and discharges of judgment in bankruptcy.

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

• Receives and reviews documents to ensure completeness for filing and recording;
• Prepares and processes legal documents;
• Scans and indexes documents in the case management system;
• Reconciles daily receipts, identifies discrepancies and makes corrections;
• Assists customers by phone, and in person with miscellaneous inquiries;
• Maintains, stores, and ensures accessibility of case files;
• Assists the public requesting to review, and/or obtain copies of case files;
• Prepares and monitors Court dockets;
• Ensures the confidentiality of court records in accordance with the Code of Virginia and the Rules of the Supreme Court.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Knowledge of standard administrative procedures, practices, and equipment;
• Knowledge of common legal terminology, documents and procedures;
• Ability of comprehend applicable Virginia Code sections and laws;
• Ability to process a considerable volume of record work in an accurate and timely manner;
• Ability to perform data entry, scanning, indexing and retrieval with computer information systems;
• Ability to communicate courteously and effectively, both verbally and in writing;
• Ability to develop and maintain effective working relationships with a variety of individuals, including the judges, general public, members of the legal and business community, and department staff.

MINIMUM QUALIFICATIONS:
Any combination of education, experience, and training equivalent to the following: (Click on the aforementioned link to learn how Fairfax County interprets equivalencies for "Any combination, experience, and training equivalent to")
High school graduation; Plus two years of experience providing administrative support, technical support, customer service, or working in a court or legal environment.

NECESSARY SPECIAL REQUIREMENTS:
The appointee to this position will be required to complete a criminal background check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

• Two or more years of court and/or legal experience.
• Two or more years of experience in providing front-line customer services.
• Experience processing property transactions, such as loans, deeds, or trusts.
• Knowledge and/or experience with the Code of Virginia and regulations in relevant areas.
• Excellent attention to detail and organizational skills.
• Experience working in a team environment.
• Ability to exercise tact, discretion, initiative, creativity, and independent judgment.
• Experience in the use of Microsoft Office computer software, especially Word, Excel, and Outlook.