What are the responsibilities and job description for the DEPUTY CLERK I position at City of Newport News?
Apply
Clerk of the Circuit Court
2500 Washington Avenue Newport News, VA 23607-4307
Phone (757) 926-8561
Fax (757) 926-8531
Job Description
Deputy Clerk I- Records Management Land Records
GENERAL STATEMENT OF JOB
Responsible for performing a variety of clerical work including receipting and recording land records, issuing marriage licenses, scanning and indexing permanent records, assisting the public in the record room and accessing fees and copying permanent records, id performing other miscellaneous duties such as, filing, preparing a variety of Clerk's Orders, and appointments to various boards and commissions, receipting and filing judgments, financing statements, fictitious name certificates, and military discharges, and setting up copy accounts for copy machine in record room. Answers telephone and assists callers. Employee must exercise tact and courtesy in contact with the general public. Work is performed under the general supervision of the Land Records Supervisor.
Essential Job Functions
Depending on the Clerk's functional assignment, job responsibilities may include any of the following. This is not meant to be an exhaustive list of job functions, but o representative sample of the type and level of work that is expected in this position
Receipts, files, indexes, scans, proofs, and verifies financing statements, military discharges, fictitious name certificates, marriage licenses, wills and fiduciary documents
Performs counter duty by assisting the public with issuing marriage licenses, concealed handgun permits, assumed name certificatés; files military discharges, helps patrons with questions about public records
Prepares oaths and Clerk's Orders for ministers to perform marriages; boards, commissions, and notary qualifications, including notification to Secretary of the Commonwealth of notary qualifications
Performs archival backups of indexes and images; performs scanning off-site as needed for oversize plats and other documents and imports the same into the Court Record Management System for public access
Answers telephone and greets visitors; provides information or refers caller to appropriate personnel
Assists general public in record room by accessing and copying records; maintains security of permanent records within the Circuit Court Clerk's Office
Additional Job Functions
Performs other related work, cross-trains, and performs a variety of duties in other sections of the Circuit Court as required
Entry Knowledge, Skills, And Abilities
General knowledge of the principles and terminology related to deed recordation Demonstrates the ability to analyze and solve problems
Thorough knowledge of general math to include addition, subtraction, multiplication, division, percentages and fractions
Thorough knowledge of office procedures and principals General knowledge of business English
Effective oral and written communication skills
Ability to read and comprehend varying types of deeds and the Code of Virginia Ability to deal effectively and tactfully with the general public
Ability to use personal and peripheral computer equipment and word processing and spreadsheet software with reasonable speed and accuracy
Education And Experience
High School diploma or equivalent required; supplemented by a minimum of 2 years of data entry, customer service and closely related experience; or any equivalent combination of education and experience which provides the required knowledge, skills and abilities.
Physical & Mental Standards Needed For Essential Job Functions
Physical Requirements: Must be physically able to operate a variety of general office machinery and equipment, including typewriters, computer-driven date entry equipment, calculator, etc. The work is sedentary in nature. Must be able to lift to 25 pounds at times to move boxes and deed books, etc.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Including giving instructions, assignments or directions to others, and receiving instructions, assignments or directions from others.
Language Ability: Requires the ability to read a variety of reports, records and forms, etc. Requires the ability to prepare reports, records and forms using prescribed formats and confirming to all rules of punctation, grammar, diction and style.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of instructions, and to deal with several abstracts and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.
Manual Dexterity: Requires the ability to handle general office equipment. Must have minimal levels of eye/hand/foot coordination.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and hear.
Type : INTERNAL & EXTERNAL
Location : CLERK OF COURTS
Job Family : ADMINISTRATIVE/CLERICAL
Posting Start : 01/17/2025
Posting End : 01/31/2025
Clerk of the Circuit Court
2500 Washington Avenue Newport News, VA 23607-4307
Phone (757) 926-8561
Fax (757) 926-8531
Job Description
Deputy Clerk I- Records Management Land Records
GENERAL STATEMENT OF JOB
Responsible for performing a variety of clerical work including receipting and recording land records, issuing marriage licenses, scanning and indexing permanent records, assisting the public in the record room and accessing fees and copying permanent records, id performing other miscellaneous duties such as, filing, preparing a variety of Clerk's Orders, and appointments to various boards and commissions, receipting and filing judgments, financing statements, fictitious name certificates, and military discharges, and setting up copy accounts for copy machine in record room. Answers telephone and assists callers. Employee must exercise tact and courtesy in contact with the general public. Work is performed under the general supervision of the Land Records Supervisor.
Essential Job Functions
Depending on the Clerk's functional assignment, job responsibilities may include any of the following. This is not meant to be an exhaustive list of job functions, but o representative sample of the type and level of work that is expected in this position
Receipts, files, indexes, scans, proofs, and verifies financing statements, military discharges, fictitious name certificates, marriage licenses, wills and fiduciary documents
Performs counter duty by assisting the public with issuing marriage licenses, concealed handgun permits, assumed name certificatés; files military discharges, helps patrons with questions about public records
Prepares oaths and Clerk's Orders for ministers to perform marriages; boards, commissions, and notary qualifications, including notification to Secretary of the Commonwealth of notary qualifications
Performs archival backups of indexes and images; performs scanning off-site as needed for oversize plats and other documents and imports the same into the Court Record Management System for public access
Answers telephone and greets visitors; provides information or refers caller to appropriate personnel
Assists general public in record room by accessing and copying records; maintains security of permanent records within the Circuit Court Clerk's Office
Additional Job Functions
Performs other related work, cross-trains, and performs a variety of duties in other sections of the Circuit Court as required
Entry Knowledge, Skills, And Abilities
General knowledge of the principles and terminology related to deed recordation Demonstrates the ability to analyze and solve problems
Thorough knowledge of general math to include addition, subtraction, multiplication, division, percentages and fractions
Thorough knowledge of office procedures and principals General knowledge of business English
Effective oral and written communication skills
Ability to read and comprehend varying types of deeds and the Code of Virginia Ability to deal effectively and tactfully with the general public
Ability to use personal and peripheral computer equipment and word processing and spreadsheet software with reasonable speed and accuracy
Education And Experience
High School diploma or equivalent required; supplemented by a minimum of 2 years of data entry, customer service and closely related experience; or any equivalent combination of education and experience which provides the required knowledge, skills and abilities.
Physical & Mental Standards Needed For Essential Job Functions
Physical Requirements: Must be physically able to operate a variety of general office machinery and equipment, including typewriters, computer-driven date entry equipment, calculator, etc. The work is sedentary in nature. Must be able to lift to 25 pounds at times to move boxes and deed books, etc.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar or divergent from obvious standards) of data, people or things.
Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Including giving instructions, assignments or directions to others, and receiving instructions, assignments or directions from others.
Language Ability: Requires the ability to read a variety of reports, records and forms, etc. Requires the ability to prepare reports, records and forms using prescribed formats and confirming to all rules of punctation, grammar, diction and style.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of instructions, and to deal with several abstracts and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively.
Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.
Manual Dexterity: Requires the ability to handle general office equipment. Must have minimal levels of eye/hand/foot coordination.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and hear.
Type : INTERNAL & EXTERNAL
Location : CLERK OF COURTS
Job Family : ADMINISTRATIVE/CLERICAL
Posting Start : 01/17/2025
Posting End : 01/31/2025
