Deputy Clerk II

Performs customer service and administrative functions in the Department. Work involves considerable data entry, assisting the general public, and preparing and maintaining files and records. Employee must exercise considerable tact and courtesy in frequent contact with taxpayers and the general public. Employee must also exercise some independent judgment and initiative in performing assigned tasks.Assessment:

• Processes new real estate parcels created by subdivisions or by individual sale; enters data into computerized system; utilizing plats, tax maps, general reassessment information, etc. Forwards information to the Commissioner of Revenue’s office.
• Analyzes deed and wills for correct information for property transfers; enters updated information into computerized system.
• Researches documentation and processes supplements and exonerations; makes corrections to original land book; prepares exonerations and forwards to taxpayers and the Treasurer's Office; forwards supplements to the Treasurer's Office for billing purposes; adjusts accounts after general reassessments to reflect changes made by the Equalization Board.
• Answers telephone and greets visitors; receives inquiries and provides information or refers inquiries to appropriate personnel; assists taxpayers to locate property on tax maps and with computer operation; directs visitors to other County departments.
• Composes and types material, which requires use of a variety of formats for preparing correspondence, memos, etc.; assumes responsibility for correctness of spelling, punctuation, format and grammar.
• Gathers and analyzes data and prepares reports; completes surveys, as needed.
• Sets up and maintains a variety of records and files.
• Performs other related duties as required.

 
 
 
Circuit Court:

• Performs one or more specialized functions such as fines and costs, judgments, land records, financing statements, criminal cases and law, and chancery cases.
• Certifies, reads and records various orders.
• Calculates and collects fines and costs.
• Makes notations, releases judgments, dockets judgments and indexes the orders and prepares various reports for submission to the State Supreme Court and other offices.
• Composes correspondence, often over own signature, to attorneys, and the general public, to clarify requirements for certain legal transactions or to interpret points of law.
• Attends docketing sessions with judges and attorneys, schedules court hearings, and distributes dockets to involved parties.
• Assists with criminal cases and law and chancery cases.
• Attends court and prepares orders.
• Answers phones and inquiries from the general public.
• Performs other related duties as required.
• Collects fees for land recordings, ensuring documents meet recording requirements per Code of Virginia.

 
Real Estate:

• Processes a variety of documentation associated with department operations, within designated timeframes and per established procedures; distributes documentation or retains records as appropriate.
• Provides continuous customer service in person, by telephone, or by mail/email; provides assistance and information related to department services, records, procedures, or other issues; receives inquiries and provides information regarding real estate parcel history; assists with title searching; interprets County tax maps for parcel locations, adjoining property ownership, and real estate parcel assessment information; prints County assessment cards for realtors, title searchers, lending institutions, and the general public; refers inquiries to other County departments as appropriate; responds to routine questions/complaints and initiates problem resolution.
• Manages documentation of current building process assessments; receives building permits and assessment worksheets from Office of Assessments; maintains permits in numeric sequence; determines whether permits are for new construction for building supplement book, additions to existing dwellings, or other improvements to the property; prints, copies, distributes, and files building permit documents.
• Processes assessment information for new construction of homes and commercial buildings completed during established timeframes of tax year; detrimental notes into designated computer systems for annual land book reports or other purposes; prints and proofs final assessment documentation; enters audited/proofed assessment data into computer to generate annual building supplemental reports and annual land book reports; distributes building supplemental reports used for billing to appropriate departments; distributes annual land book reports used to produce real estate tax bills; maintains records.
• Processes tax relief applications; designs application forms; prepares end-of-year mailing of tax relief applications; accepts/receives applications during established timeframes; assists new and existing qualifying/non-qualifying elderly and disabled applicants on the tax relief program in completing applications from personal documentation; audits applications and evaluates applicants’ gross income and gross net worth to determine whether applicants meet exemption criteria and to determine amount of exemption; enters audited exemption amounts into computer to generate tax exemption reports and exoneration reports; distributes tax exemption reports and exoneration reports to County Treasurer’s Office.
• Researches local obituary notices to identify deceased tax relief applicants; generates supplement to exempted assessment amount upon death of an applicant with no qualifying co-applicant; enters supplemented tax relief exemption into computer; generates and distributes monthly supplemental reports to County Treasurer’s Office.
• Assists homebound applicants in completing applications.
• Amends inaccurate Assessment Office information, changes in assessment information, and inaccurate acreage changes into appropriate computer systems; calculates and processes supplements and exonerations resulting from corrections; enters corrections onto supplement or exoneration document; prints document and audits accuracy of information; notifies taxpayer of assessment correction; distributes copy of documents to County Treasurer’s Office; prints monthly supplemental reports and daily exoneration reports; maintains records.
• Prepares or completes various forms, reports, correspondence, tax relief applications, tax relief exoneration reports, building supplement reports, land book reports, exoneration reports, supplement reports, or other documents.
• Prepares or completes various forms, reports, and correspondence for Land Use Taxation. Processes rollback tax spreadsheets. Prints documents and audits accuracy of information; notifies taxpayer of assessment changes; distributes copy of documents to the County Treasurer’s Office and maintains records.
• Receives various forms, reports, correspondence, building permit documents, building supplement reports, daily supplement forms, land book reports, billing reports, tax relief applications, social security documents, retirement documents, income records, tax forms, asset records, disability documentation, tax relief exoneration reports, assessment worksheets, mobile home assessment/title documents, obituary notices, tax maps, codes, policies, procedures, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, database, or other programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
• Maintains file system of departmental records; prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files.
• Communicates 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.
• Maintains a comprehensive, current knowledge of applicable laws, regulations, procedures, and guidelines; attends workshops and training sessions as appropriate.
• Conducts research as needed; researches map numbers, street indexes, and zip codes to maintain accurate real estate account addresses for billing purposes; researches map numbers, real estate account historical files, recorded deeds, and Clerk’s Office transfer slips to transfer real estate parcels to new ownership.
• Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, processing incoming/outgoing mail, or shredding documentation.
• Provides assistance to other employees or departments as needed.
• Receives and verifies applications for Veteran Disability Relief, First Responders, and Killed in Action spouse applicants with documentation and Land Use Applications/Revalidations.
• Performs other related duties as required.

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.

Salary : $41,798