Deputy Clerk I (PDF)

Madison County, Virginia
Application Instructions for Deputy Clerk I

April 7, 2025

Madison County Circuit Court is accepting applications for a Full-Time Deputy Clerk I.
Information on Madison County, the position and the application procedures can be found
at https://www.madisonco.virginia.gov/. This position will require someone with a friendly,
courteous attitude to work in a fast-paced public service-oriented environment. High
School diploma or equivalent required. Qualifications for position include experience with
the court/criminal justice system, general office duties, should be detailed oriented with
multitasking skills and possess excellent verbal and written communications skills. Specific
duties may include, but are not limited to, scanning and indexing all filings of court cases,
providing assistance to the public, answering the telephone, entering data into the Case
Management Systems, processing payments, filings, recording of land records, judgments,
issuing marriage license, helping with the mail. Experience in handling money is a must.
May require some travel for training. Some lifting will be required. Applications will be
received until position is filled. EOE

Following is supplementary information on the position and application instructions for all
interested individuals:

Full-time employees are eligible for VRS Retirement, employee health insurance (currently
Local Choice-Blue Cross/Blue Shield) benefits, and holiday and vacation/sick paid time off.
The current Madison County Personnel Policy is available on the County website. Part-time
positions are not eligible for these benefits. The hiring rate will depend upon the
qualifications of the individual selected.

Applicants are to complete a Madison County employment application form and return it to
Madison County Circuit Court, P.O. Box 220, Madison, VA 22727 or apply online
www.madisonco.virginia.gov, applicants can also obtain an application at the Clerk’s Office
during normal business hours. Resumes (and limited additional relevant documentation)
are encouraged and will be accepted but will not be considered a substitute for a completed
County application form. General inquiries by the applicant via telephone or in person are
discouraged.

The County will give preference to applicants that have appropriate experience and good
people skills. Applications will be reviewed on the basis of apparent qualifications.

All applicants are expected to be qualified with applicable experience and certifications and
possess a valid driver's license. All applications must be able to pass a drug screening and
criminal background investigation.

Deputy Court Clerk I

Department: Location: Job Type: FLSA Status: Pay Grade:

Clerk of Circuit Court 1 Main St. Full-Time Non-Exempt 9

General Definition of Work:
Performs intermediate administrative support work processing a variety of records and documents,
entering data, indexing records and documents, maintaining records and files, assisting the public, and
related work as apparent or assigned. Work is performed under the limited supervision of the Clerk of
the Court.

Qualification Requirements:
To perform this job successfully, an individual must be able to perform each essential function
satisfactorily. The requirements listed below are representative of the knowledge, skill and/or
ability required. Reasonable accommodations may be made to enable an individual with
disabilities to perform the essential functions.

Essential Functions:

• Greets visitors, answers telephone; responds to general inquiries or directs to proper area for

disposition in a polite and courteous manner.

• Serves as courier for County business involving general business, banking, package, and postal

pickup and drop off.

• Receives, receipts, processes incoming and outgoing mail, including helping with E-Recordings

once familiar with in-person and mail recordings

• Prepares and maintains various files and records; produces reports. Scan/Merger Pleadings and

Order on Criminal files. Make copies of Estate Packets, Prepare Marriage packets.

• Receives, collects, enters, indexes, and prepares data for various applications, licenses, permits,

records, and reports; reviews and proofs data for accuracy, completeness, and conformance to
established standards.

• Receives, receipts, and accounts for various fees and revenues.
• Prepares and processes a variety of invoices and statements.
• Performs record retention and destruction maintenance in compliance with local and State

Madison County, Virginia

• Prepare Oaths and Orders for Notaries and process through the Secretary of the Commonwealth

website.

• Stock paper from storage room into office area.
• Prepare plats for microfilming.
• Performs specialized department tasks and duties as assigned and assist the other Deputies in the

office with their tasks as needed. Cross train on other specialized areas.

Knowledge, Skills and Abilities:
Thorough knowledge of standard office practices, procedures, equipment and office assistance
techniques; Thorough knowledge of business English, spelling and arithmetic; general knowledge of
office programs and policies; ability to type accurately at a reasonable rate of speed; ability to operate
standard office, word processing and date entry and microfilm equipment; ability to keep office records
and to prepare reports from file sources; ability to follow oral and written instructions; ability to
establish and maintain effective working relationships with associates, law enforcement and legal
representatives, real estate agents, and the general public.

Education and Experience: High school diploma or GED and minimal experience in general office work, or equivalent
combination of education and experience.

P hysical Requirements: This work requires the occasional exertion of up to 25 pounds of force; work regularly
requires standing, speaking or hearing and using hands to finger, handle or feel, frequently
requires walking and repetitive motions and occasionally requires sitting, climbing or
balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms and
pushing or pulling; work has standard vision requirements; vocal communication is required
for expressing or exchanging ideas by means of the spoken word; hearing is required to
perceive information at normal spoken word levels; work requires preparing and analyzing
written or computer data, operating motor vehicles or equipment and observing general
surroundings and activities; work has no exposure to environmental conditions; work is
generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements:

• Valid driver's license in the Commonwealth of Virginia.

Madison County, Virginia