What are the responsibilities and job description for the Legal Records Clerk position at Fairfax County, VA?

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 Standards

MINIMUM 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 703-324-4900 for assistance. TTY 703-222-7314. 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

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

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

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".

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

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

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

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

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

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

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

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

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

Salary : $44,368 - $73,946

Apply for this job

Receive alerts for other Legal Records Clerk job openings

Legal Records Clerk

What are the responsibilities and job description for the Legal Records Clerk position at Fairfax County, VA?

What is the career path for a Legal Records Clerk?

Job openings at Fairfax County, VA

Not the job you're looking for? Here are some other Legal Records Clerk jobs in the Fairfax, VA area that may be a better fit.

We don't have any other Legal Records Clerk jobs in the Fairfax, VA area right now.

AI Assistant is available now!