Legal Records Clerk - Fairfax County, VA : Job Details

Salary : $44,368.06 - $73,946.08 Annually Location : FAIRFAX (FJ16), VA Job Type: FT Hourly W BN Job Number: 25-00410 Department: Circuit Court & Records Opening Date: 02/15/2025 Closing Date: 2/28/2025 11:59 PM Eastern Pay Grade: S15 Posting Type: Open to General Public Job Announcement Serves as part of the Financial Section in the Criminal Division. Perform various financial duties with a primary focus on the calculation of court fines, fees, and interest, and the processing of payments received by mail, over the phone, and in person. In addition, this position is responsible for customer service, records management, and other administrative duties as assigned. Processes documents used by court staff across divisions to ensure court fees are entered into the Court's case management system timely and reflect the disposition of the court. Prepares formal notification to defendants of their court fine(s), fees, and restitution balance(s) as well as their payment options and penalties for defaulting. Maintains a cash drawer that is reconciled daily. Establishes and monitors restitution accounts. Researches cases to identify and process various financial options, such as confirming jurisdiction to assure assessment to proper locality prior to entering fines, fees and restitution into the Court's case management system. Prepares vouchers for payment of attorney fees, extraditions, witness costs, lab fees, hotel fees, expert witness fees, transcription fees, and other fees. Prepares monthly reports for bonds and receipts and disburse monies accordingly. Disburses refunds for overpayment of court costs. Tracks and maintains a list of bad checks. Establishes and prepares payment agreements in accordance with court orders. Prepares and submits reports to the Virginia Department of Taxation Set-off Debt Division listing cases in arrears and notify individuals accordingly. Monitors accounts and reports overdue accounts for collection. Illustrative Duties (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; Enters and updates case information in the case management system; Scans and indexes documents in the case management system; Calculates and collects fines, court costs, and restitution; Notifies defendants of court fines, fees, and restitution balances and payment options; 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. Required Knowledge Skills and Abilities (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. Employment StandardsMINIMUM QUALIFICATIONS: Any combination of education, 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 the position will be required to complete a criminal background check to the satisfaction of the employer. PREFERRED QUALIFICATIONS:

• Associate's degree
• Two or more years of experience in finance, accounting or bookkeeping, or college course work towards a degree in mathematics, finance or accounting.
• Two or more years of experience in a court or legal environment.
• Exceptional attention to detail, exercise tact, discretion, initiative, and independent judgment.
• Excellent communication and customer service skills.
• Ability to perform multiple complex tasks simultaneously in a high-volume environment as well as handle sensitive information while maintaining confidentiality.
• Must be able to work independently and in a team environment.
• Ability to develop and monitor Excel spreadsheets to track information and statistics.
• Experience using Microsoft Office computer software, especially Word, Outlook, and Excel.

PHYSICAL REQUIREMENTS:

• Ability to input and retrieve data from a computer.
• Duties are primarily sedentary and performed in a normal office environment.
• Requires ability to lift boxes, files and push a cart weighing up to 20 pounds.
• All duties performed with or without reasonable accommodations.

SELECTION PROCEDURE: Panel interview and may include a practical exercise. The population of Fairfax County is very diverse where 38.7% of residents speak a language other than English at home () and we encourage candidates bilingual in English and a foreign language to apply to this opportunity. Fairfax County Government prohibits discrimination on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status, disability, sexual orientation, gender identity, genetics, political affiliation, or military status in the recruitment, selection, and hiring of its workforce.Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-###-#### for assistance. TTY 703-###-####. EEO/AA/TTY. #LI-AL1 Requisition 25-00410 Merit Positions Fairfax County is proud to offer employees an attractive and comprehensive benefits program, including the following:

• Medical/Vision/Dental Insurance Coverage
• Group Term Life Insurance
• Long Term Disability
• LiveWell Program
• Flexible Spending Programs
• Paid Leave (annual, sick, parental, volunteer activity, and more!)
• Paid Holidays
• Contributory Retirement Plan
• Deferred Compensation
• Employee Assistance Program
• Employees' Child Care Center
• Commuter Benefit Program
• Continuous Learning Opportunities

NOTE: Fairfax County Government is a qualifying employer under the Public Service Loan Forgiveness program. For more information about the PSLF program: For additional details please visit the Non-Merit Positions

Non-Merit Benefit Eligible: scheduled to work a minimum 1,040 hours and no more than a maximum of 1,560 hours in a calendar year.

• Medical/Vision/Dental Insurance Coverage
• Flexible Spending Program
• Deferred Compensation

Temporary: scheduled to work a maximum of 900 hours in a calendar year.

• No benefits

01 What is the highest level of education that you have completed?

• Less than 12th grade
• High school diploma or GED
• Some college
• Associate's degree
• Bachelor's degree
• Master's degree
• Doctorate degree

02 Please indicate your area(s) of study or major(s)/minor(s) towards a degree. Check all that apply.

• Accounting
• Finance
• Other (related field)
• Other (non-related field)
• Not Applicable

03 If you answered Other (related field) or Other (non-related field) for the previous question, please list all of your majors and minors. If this question does not pertain to you, or you do not have a degree, enter Not applicable . 04 If you answered Some college for the highest level of education completed, please indicate the number of quarter or semester hours you have completed towards a degree.

• Less than 45 quarter hours
• 45 to less than 90 quarter hours
• 90 to less than 135 quarter hours
• 135 to less than 180 quarter hours
• 180 or more quarter hours
• Less than 30 semester hours
• 30 to less than 60 semester hours
• 60 to less than 90 semester hours
• 90 to less than 120 semester hours
• 120 or more semester hours
• Not applicable

05 How many years of full-time equivalent experience do you have providing administrative support, technical support, customer service, or working in a court or legal environment?

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three or more years

06 How many years of full-time equivalent experience do you have working in a court or other legal environment?

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three or more years

07 How many years of full-time equivalent experience do you have working in finance, accounting or bookkeeping?

• None
• Less than one year
• One to less than two years
• Two to less than three years
• Three or more years

08 Please identify the type of experience you have had calculating fees or cashiering. Check all that apply.

• Serve as a cashier in a business or retain environment
• Process credit card transactions at work
• Calculate fees owed by a customer
• Reconcile daily accounting receipts
• None of the above

09 Please identify the type of experience you have had in the following areas of customer service. Check all that apply.

• Face-to-face customer service
• Telephone customer service
• Respond in writing to customer inquiries
• Research and resolve difficult and complex customer issues
• None of the above

10 Please indicate your level of proficiency with Microsoft Excel.

• Beginner (Basic knowledge of creating a worksheet; performing calculations in a worksheet; modifying and formatting a worksheet; printing workbook contents)
• Intermediate (Knowledge of inserting and modifying graphic objects in a worksheet; customizing and enhancing workbooks; analyzing data using Pivot Tables, Slicers, and Pivot Charts)
• Advanced (Extensive knowledge of increasing productivity and improving efficiency by streamlining workflow; collaborating with others using workbooks; auditing worksheets; analyzing data; working with multiple workbooks; importing and exporting data, using Excel with the web)
• No experience

11 Please indicate your level of proficiency with Microsoft Outlook.

• Beginner (Basic knowledge of identifying the components of the Outlook environment; composing email messages; sending and receiving email messages; organizing email messages into folders; managing contacts; scheduling appointments; scheduling meetings, managing tasks, notes and journal entries)
• Intermediate (Knowledge of customizing message settings; organizing and locating Outlook messages; setting calendar options; tracking activities using the Journal; assigning and tracking tasks; sharing folder information; customizing the Outlook environment)
• Advanced (Extensive knowledge of almost all functions of program including personalizing your email; organizing Outlook items; managing data files; managing contacts and contact information; saving and archiving email; creating a custom Outlook form; working offline and remotely)
• No experience

12 Please indicate your level of proficiency with Microsoft Word.

• Beginner (Basic knowledge of creating, editing, formatting, and saving simple documents; inserting simple tables; and proofreading documents for accuracy)
• Intermediate (Knowledge of common commands such as creating a title; using, modifying, and creating styles; setting up the ruler; indenting paragraphs, using tabs and tables; inserting captions, footnotes, endnotes, special characters, or hard page breaks; using page numbering; creating headers and footers; inserting graphics; inserting an equation, adding comments and tracking changes.)
• Advanced (Extensive knowledge of almost all function of program including mail merge, macros, creating a table of contents, creating bookmarks and cross-referencing.)
• No experience

Required Question