DEPUTY DIRECTOR OF ELECTIONS

Clerk of the Circuit Court

JOB DESCRIPTION

Deputy Clerk IV – Criminal Division (Administration - Courtroom)

GENERAL STATEMENT OF JOB

Responsible for performing a variety of complex clerical and financial work in the criminal division

by processing and filing new criminal cases, processing court orders, preparing court orders, and

preparing monthly and weekly dockets for distribution to various agencies, as well as maintaining the

appeals calendar; function as a Courtroom Clerk as may be required based on departmental needs;

Must exercise tact and courtesy while working closely with judges, lawyers, court personnel and

various branches of the legal community and the general public. Employee must exercise initiative

and independent judgment in completing assignments. Work is performed under the general

supervision of the Criminal Supervisor.

ESSENTIAL JOB FUNCTIONS

Job responsibilities may include any of the following, depending on the Clerk’s functional

assignment. This is not meant to be an exhaustive list of job functions, but a representative sample

of the type and level of work that is expected in this position

Uses the Virginia Supreme Court Case Management (CCMS) and Case Imaging System (CIS) to

receipt, scan, index and verify criminal and civil related case documents and other court related

documents as designated by the Clerk.

Receipts, files, and enters arrest and bond information and all court dispositions into CCMS; process

all regular indictments ensuring information cited on indictment matches the information that the

court has as it pertains to OTN, charges, code section, offense date and VCC; creates file folders,

assigns docket numbers; assess court costs, fines and restitution, and provides notification of such to

defendants; sets up payment plans for defendants owing court costs and fines and processes payment

plans; reviews, scans and mails final notices to pay; receipts criminal payments; prepares court orders;

calculates court appointed attorney attorney’s fees and processes time sheets; issue show causes and

motions to revoke; remove ended cases from the docket and maintains criminal index; Establish and

maintain docket to ensure that the Courts, Commonwealth’s Attorney’s Office and various branches

of the legal community, and general public are aware of all pending legal actions; and enter and

update CCMS and the Master Calendar to reflect accurate docket information.

Serves as Courtroom Clerk as needed by the department; prepares court files for the Judge to review

before trial; swears in witnesses, impanels juries, maintains trial exhibits, and complete necessary jail

paperwork.

File presentence reports prepared by Probation and Parole; seals and tracks reports until sentencing

is complete; files and tracks destruction orders and provides Virginia Criminal Sentencing

Commission with completed sentencing guidelines and sentencing orders and sends copies to other

institutions as required.

Maintain criminal and misdemeanor appeals calendar to ensure timely submittal to the appropriate

appellate court. Ensure that correct docket procedures are followed by all attorneys, paralegals and

clerks.

Coordinate and prepare the monthly dockets for Grand Jury (docket call) to ensure all indictments

are processed timely.

Ensure quality customer service by providing information where a general knowledge of personnel,

organization, department activities, and established practices are involved. Answer requests for

information from internal and external customers promptly.

Performs counter duty by assisting the public and various branches of the legal community with filing

bond appeals and other criminal matters; as well as issuing marriage licenses and administering oaths

of office to various individuals. Answers telephone and greet visitors; provides information or refers

customer to appropriate personnel.

Maintains confidentiality and security of 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.

Prepares files for appellate court by indexing and scanning entire file and organizing exhibits in the

Digital Appeal Record System (DARS); notifying appellant and appellee when record is

electronically submitted; processes appellate court orders and adds appropriate court costs.

ENTRY KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of the Criminal Justice System, docketing and court functions

Demonstrates knowledge of office and local court’s procedures and policies

Ability to prioritize, manage multiple tasks and organize detailed information

Ability to work well under pressure and work independently in a fast-paced environment

Thorough knowledge of CCMS, CIS, LEGACY, CAIS forms, and FAS operating systems

Effective oral and written communication skills

Knowledge of civil, city and criminal code; and ability to read and comprehend the Code of Virginia

Ability to deal effectively and tactfully with the public

Ability to use personal and peripheral computer equipment and word processing and spreadsheet

software with reasonable speed and accuracy.

EDUCATION AND EXPERIENCE

Bachelor’s Degree strongly preferred but not required. High School diploma or equivalent required;

supplemented by college course work and 3 to 5 years of 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 files and boxes, 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 to speak 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.