Title: Clerk’s Assistant – Case/Records Administration

State Role Title: Deputy Clerk III

Hiring Range: Commensurate with experience

Pay Band: UG

Agency: Supreme Court

Location: Court of Appeals

Agency Website: WWW.Vacourts.gov

Recruitment Type: General Public - G

Job Duties

The Court of Appeals of Virginia is seeking a Clerk’s Assistants to provide floating support to the Case Administration and Records Administration Team.

On the case administration side, the Team is the Court's main contact with the public. These employees answer many questions in person at the Court's front counter, over the phone, and by email, and serves those individuals who wish to examine records, file pleadings, pay filing fees, and request copies of documents. They are responsible for processing electronic and paper filings, processing filing fee payments made by credit card, check, money order, and cash, as well as assisting the public and attorneys with the use of the Court's electronic filing portal.

On the records side the team processes the receipt and return of trial court records from across the Commonwealth. This team provides critical support in receiving trial court records, preparing this Court’s records for transmittal to the Supreme Court of Virginia and U.S. District Courts, and returning records and certifying orders to Virginia trial courts upon completion of the appeals.

Essential Duties & Responsibilities –

Case Administration

· Assists the public and attorneys with inquiries regarding Court procedure and case status in person, over the phone, and by email.

· Assists the public and attorneys with accessing Court documents and records both in person and electronically.

· Assists the public and attorneys with the use of the Court's electronic filing portal (VACES).

· Downloads Court filings from the Court's electronic filing portal (VACES), and analyzes and uploads those filings to the Court's case management database (ACMS).

· Processes paper filings received by hand and mail, analyzes, scans, and uploads those filings to the Court’s case management database (ACMS).

· Processes receipt of filing fees.

· Performs other duties as assigned by the Clerk.

Records Administration

· Assists trial court staff members with registration and use of the Court's electronic filing portal (VACES).

· Downloads trial court records from the Court's electronic filing portal (VACES) and analyzes and uploads those records onto the Court's case management database (ACMS).

· Processes trial court records received in paper format; analyzes, scans, and logs those records onto the Court’s case management database (ACMS).

· Prepares records for transmission to the Supreme Court of Virginia and the U.S. District Courts.

· Prepares and issues correspondence.

· Returns records and certifies orders to the trial courts upon completion of the appeal.

· Performs other duties as assigned by the Clerk.

Minimum Qualifications

Applicants must have a high school degree or possess an equivalent degree. An associate's or 4-year degree is preferred. Experience working in a court or law office is also preferred. Applicants must possess an excellent knowledge of Microsoft Word, Adobe, and related computer programs. Applicants must have experience dealing with a high volume of work under time constraints, as well as be excellent at multi-tasking and follow-up. Applicant’s work history should include working well with colleagues and the public.

Additional Considerations

The best candidates will have a background of prompt and highly accurate completion of assignments, will be capable of prioritizing numerous tasks, and will be reliable, organized, detail-oriented, and conscientious.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information

Name: Daisy Duitsman

Phone: No calls

Email: Humanresources@vacourts.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.