What are the responsibilities and job description for the Deputy Clerk II position at Spotsylvania County, VA?
Job Summary
This is a regular full-time position in the Clerk of Circuit Court Department. The employee will perform customer service and administrative functions, including data entry, assisting the public, and preparing and maintaining files and records. They will also exercise independent judgment and initiative in performing assigned tasks.
Responsibilities:
Circuit Court: High School Diploma or equivalent, supplemented by business school or college level courses or training in business administration or a related field, and considerable experience in the Office of the Clerk of the Circuit Court. Requires general knowledge of the circuit court system and its operations and the ability to maintain confidentiality of information.
Real Estate: Previous experience and/or training that includes real estate records management and property assessment/billing as needed.
This is a regular full-time position in the Clerk of Circuit Court Department. The employee will perform customer service and administrative functions, including data entry, assisting the public, and preparing and maintaining files and records. They will also exercise independent judgment and initiative in performing assigned tasks.
Responsibilities:
- Process new real estate parcels created by subdivisions or individual sales, entering data into the computerized system.
- Analyze deeds and wills for correct information for property transfers.
- Research documentation and process supplements and exonerations, making corrections to original land books.
- Answer phones, greet visitors, receive inquiries, and provide information or refer inquiries to appropriate personnel.
- Compose and type material, including correspondence, memos, and reports.
- Gather and analyze data, complete surveys, and prepare reports.
- Maintain various records and files.
- Perform other related duties as required.
- Perform one or more specialized functions, such as fines and costs, judgments, land records, financing statements, criminal cases, and law.
- Certify, read, and record various orders.
- Calculate and collect fines and costs.
- Make notations, release judgments, docket judgments, and index orders, preparing reports for submission to the State Supreme Court and other offices.
- Compose correspondence to attorneys and the general public to clarify requirements for legal transactions or interpret points of law.
- Attend docketing sessions with judges and attorneys, schedule court hearings, and distribute dockets to parties involved.
- Assist with criminal cases and law and chancery cases.
- Collect fees for land recordings, ensuring documents meet recording requirements per Code of Virginia.
- Process various documentation associated with department operations within designated timeframes and established procedures.
- Provide continuous customer service, answering questions about department services, records, procedures, or issues.
- Manage documentation of current building process assessments, receiving building permits and assessment worksheets from the Office of Assessments.
- Process assessment information for new construction of homes and commercial buildings completed during tax year deadlines.
- Process tax relief applications, designing application forms and preparing end-of-year mailings.
- Research local obituary notices to identify deceased tax relief applicants and generate supplement to exempted assessment amount upon death of an applicant with no qualifying co-applicant.
- Amend inaccurate Assessment Office information, changes in assessment information, and acreage changes into computer systems.
- Prepare or complete various forms, reports, correspondence, and documents for Land Use Taxation, processing rollback tax spreadsheets.
- Receive various forms, reports, correspondence, building permit documents, and other documentation, reviewing, completing, processing, forwarding, or retaining as necessary.
- Operate a computer to enter, retrieve, review, or modify data, verifying accuracy and making corrections.
- Maintain file systems of departmental records, preparing departmental files, sorting/organizing documents, filing documents in designated order, retrieving/replacing files.
- Communicate with supervisor, employees, other departments, lending institutions, attorneys, title searchers, appraisers, realtors, surveyors, investors, taxpayers, applicants, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
- Conduct research as needed, researching map numbers, street indexes, zip codes, map numbers, real estate account historical files, recorded deeds, and Clerk's Office transfer slips to transfer real estate parcels to new ownership.
- Perform general/clerical tasks, which may include answering phone calls, typing documents, making copies, sending/receiving faxes, processing incoming/outgoing mail, or shredding documentation.
- Provide assistance to other employees or departments as needed.
- Receive and verify applications for Veteran Disability Relief, First Responders, and Killed in Action spouse applicants with documentation and Land Use Applications/Revalidations.
Circuit Court: High School Diploma or equivalent, supplemented by business school or college level courses or training in business administration or a related field, and considerable experience in the Office of the Clerk of the Circuit Court. Requires general knowledge of the circuit court system and its operations and the ability to maintain confidentiality of information.
Real Estate: Previous experience and/or training that includes real estate records management and property assessment/billing as needed.
