Clerk of Court - Arlington JDR

Title: Clerk of Court - Arlington JDR

State Role Title: Clerk of Court

Hiring Range: Negotiable to $71,439

Pay Band: UG

Agency: Supreme Court

Location:Arlington J&DR Court

Agency Website:www.vacourts.gov

Recruitment Type: General Public - G

Job Duties

The Clerk of Court (Grade 13) is the chief administrative officer for the court and is responsible for the management and application of court resources. This includes authority over financial performance, staffing, budgets, efficient caseload processing (records, personnel, financial management, and public relations), and service to the public. The clerk's responsibilities range from managerial to "hands-on" clerical duties. The clerk is required to monitor caseload processing to ensure compliance with statutory requirements; to meet the needs of the court, other criminal justice agencies, and the public; and to foster sound management principles.

REPORTING RELATIONSHIPS:

The District Court Clerk works under the general guidance of the chief judge and from established judicial and administrative policies and procedures. Little functional guidance is required from the judge on a day-to-day basis.

In addition, the clerk may oversee the activities of subordinate supervisors or directly manage court staff.

AUTHORITY:

The District Court Clerk exercises considerable discretion in decisions related to personnel and accounting procedures and the efficient processing of court documents. Only the most unusual circumstances or changes in established policy require the personal attention of the judge.

DUTIES AND RESPONSIBILITIES:

Duties and responsibilities include but are not limited to the following:

PERSONNEL:

1. Coordinates and schedules workload. Takes steps to balance workload when needed.

2. Monitors the quality and quantity of work through observation, spot checks, management reports from supervisors, and regular meetings with subordinates.

3. Conduct annual performance evaluations based on established standards.

4. Recommends promotions, salary increases, etc., to judge for approval.

5. Recruits and evaluates job applicants for vacant positions and refers finalist candidate(s) to the chief judge.

6. Ensures compliance with all federal, state, and local statutes concerning personnel matters such as wage and hour laws, EEO guidelines, etc.

7. Approves leave requests to ensure sufficient coverage at all times.

FINANCIAL:

1. Prepares state and local budgets for the judge's review and makes presentations to the appropriate governmental unit.

2. Review or personally prepare all weekly and monthly financial reports.

3. Monitors or directly controls proper cash handling procedures.

4. Reviews or maintains personnel, payroll, and leave records.

Records Management:

1. Ensures the proper execution and administration of all court documents.

2. Establishes uniform procedures for processing and filing all records consistent with the Committee on District Courts (CDC) guidelines and statutory requirements.

3. Evaluate operations for possible improvement.

4. Establishes mechanisms to ensure that court papers and documents are transmitted to appropriate officers and agencies on time.

5. Reports all caseload activities to the Office of the Executive Secretary (OES) regularly and on time.

6. Personally responds to unusual situations or problems.

SERVICE TO THE PUBLIC:

1. Ensures through performance standards, policies, and disciplinary actions that court employees will treat the public fairly and courteously and that court system facilities, services, and programs are accessible to individuals with disabilities through reasonable accommodation.

2. Establishes and monitors policies that balance customer service needs with the working demands of the court; e.g., types of questions that will be answered, use of telephone answering machines, etc.

3. Represents the court at appropriate functions.

PLANNING:

1. Investigate new management concepts for use in the court.

2. Evaluate or suggest enhancements to automated systems where needed.

3. Monitors the adequacy of physical resources (office space, equipment, and supplies). Requests current and future needs on a timely basis.

AUTOMATION:

Ensures appropriate technology for court system purposes, including mainframe and personal computer applications

OTHER:

Assumes additional responsibilities on a temporary basis other than those primarily assigned to the position as required by management.

Minimum Qualifications

EDUCATION AND EXPERIENCE:

1. A high school diploma is required; a college degree in public administration or a related field is preferred.

2. A considerable/substantial amount of court, business, or office-related experience is required including the following knowledge, skills, and abilities:

• Managerial ability in the public or private sector; particularly strong organizational skills are necessary to plan, coordinate, and direct a diversified range of financial, personnel, judicial, public relations, and data processing duties.

• Knowledge of accounting and bookkeeping principles, including the ability to prepare (or review) and present final budget reports to the city/state, and to assume responsibility for all accounting reports and records; technological competence to oversee court automated systems is required.

• Supervisory abilities include the recruiting and hiring of new employees, training staff, conducting employee performance appraisals, making salary recommendations; organizing and directing subordinate supervisors and/or personnel; and establishing and maintaining a high level of performance standards for one or more divisions (if applicable).

COURT SYSTEM KNOWLEDGE:

Knowledge of judicial or regulatory requirements that affect court operations and case-processing activities is preferred.

DECISION-MAKING ABILITY:

Strong decision-making capabilities to independently interpret complex facts and circumstances to determine the appropriate course of action under standard or accepted practices are required.

INITIATIVE:

A high degree of creativity and initiative is preferred to recommend improvements that will minimize potential errors, resolve unanticipated problems, and improve court services.

LEADERSHIP:

The ability to direct court operations from established policies and general objectives with little functional guidance from the chief judge is required.

INTERPERSONAL SKILLS:

A high degree of judgment, understanding, and tact is required to communicate and interact with internal and external contacts (other courts, government agencies, police departments, attorneys, and the public).

TECHNOLOGY:

Proficiency in the use of personal computers, and PC applications, such as Word and EXCEL, as well as automated records management and financial systems is required.

Additional Considerations

The successful candidate will have demonstrated competence in areas of responsibility listed above as well as automated financial and records management systems, personal computers, and software applications.

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: Valkyrie Moriconi

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.