Legal Records Clerk

Verifies Fairfax County land record transactions recorded in the Land Records Division of the Circuit Court. Analyzes Land Records' indexed document data in the computer and researches and reconciles any discrepancies in the database. Makes changes to the indexed data in the database. Performs quality control of the entire document. Non-indexed data errors are forwarded to the appropriate staff for problem resolution. This position functions as part of the Land Records team and is cross trained in other areas of Land Records, including judgments, recording, and information desk. Serves as backup in these area as needed due to excessive workflow or personnel absences. Helps to train new staff.

(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;
• 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: 

• One or more years of court and/or legal experience.
• Two or more years of cashiering, and/or customer service experience.
• Ability to work independently and in a team environment.
• Attention to detail.
• Ability to multitask and work with limited direction to address identified objectives.
• Excellent organizational skills.
• Two or more years of experience using Court Case Management systems, data entry, and scanning and imaging software.
• Two or more years of administrative support and/or technical support experience.
• Experience processing property transactions, such as loans, deeds, or trusts.
• Proficient with using Microsoft Office Suite (i.e., Word, Excel, and Outlook).