Deputy Clerk of Circuit Court IV - Team Leader Land Records and Deeds

This position will report directly to the Land Records and Deeds Chief Deputy Clerk I and the assistant supervisor serve to reinforce and support all critical changes and projects. The Deputy Clerk of the Circuit Court IV will assist with managing, training, mentoring, and coaching including all office tasks which includes the customer front counter, tasks but not limited to;

• Performs job duties at an advanced level with limited supervision based on Circuit Court land records and deeds knowledge.
• Team leader with supervision duties during assigned periods
• Extensive knowledge of all tasks within the department.
• Trains new employees on daily tasks utilizing multiple software systems.
• Maintains a daily worklog of assigned tasks for each staff member within the department.
• Non-judicial clerical and cashiering work. Work involves examining, recording, verifying, and indexing real estate and other documents, such as deeds, mortgages, release agreements, plats, judgments, UCC Financing Statements, and Military Discharges DD-214. Land Record instruments may be received in person, by mail, or electronically. Requires accurate recording of document and fees collected and/or taxes due.
• Refers to current Annotated Code of Virginia Laws to determine validity and taxability of the various documents to be recorded.
• Communicate clearly, tactfully, and effectively with title community, law firms, lenders, the public, federal & state agencies, various city departments and other court officials and personnel, both verbally and in writing.
• Customer service responsibilities for walk in customers, telephone inquiries and written requests
• Administer oath to marriage license applicants prior to issuance of marriage license as well as sending completed license to vital records of the Commonwealth of Virginia.
• Operate photocopy equipment, balancing cash registers, bar code scanners, desktop and large format imaging stations
• Creates and maintains subscription accounts for approximately 450 Secure Remote Access land record website users.
• Maintains and prepares daily reports
• Point of contact for various vendors for maintenance on land record hardware/software. Troubleshoots issues with the assistance and direction of the land record vendor.
• Attends yearly regional meetings offered by the Supreme Court of Virginia
• Performs special projects and other duties as may be assigned
• During a time when our process was changed from five steps to two steps, effortlessly transitioned to the new process and helped other staff members be open and accepting of this needed change.

The Deputy Clerk of the Circuit Court IV position supports all clerks in dealing with difficult customers, takes the lead in de-escalating situations. This Deputy Clerk IV must communicate among our various divisions with the operational responsibilities within the Clerk of Court's office including but not limited to the title companies, banks, attorneys and financial and technological options.

This Deputy Clerk IV position is expected to have advanced level knowledge including case management, and a high degree of demonstrated competence and knowledge of the circuit court environment. This position has significant responsibilities to evaluate and make recommendations, including technological opportunity options and workflow analysis reports directly to the criminal supervisor, and assistant supervisor, including the Chief Deputy of Circuit Court II.

This Deputy Clerk IV will coordinate with other criminal and civil staff and procedures to avoid life threatening and /or financial audit errors working with the criminal and/ or civil supervisor and assistant supervisor daily operations and activities based on analysis of data or information. This position will lead and train or reemphasize fundamentals including new laws and technology by determining work procedures, assigning duties, maintain harmonious relations and promote efficiency.

Researches, analyzes, and summarizes information relating to assigned area of responsibility for replying, processing or disseminating land records and deeds email inquiries and requests.

Monitors new laws, rules and regulations to be administered in the Clerk's office as new policies and/or procedures necessary for all legislative changes.

When necessary, will attend meetings to review practices and procedures of the Land Record and Deeds division.

This Deputy Clerk IV position will work with the land records and deeds' supervisor and assistant supervisor to go over staff procedural errors and correct any work performance errors, Will be expected to put together with the deputy clerk's positions work training manuals.

With new legislative mandates and COVID -19 mandates, this position will serve as a safeguard to the Chief Deputy Clerk I and land records staff, to improve efficiency with the work within the Land Records and Deeds and collaborate with other Divisions.

Required Qualifications
VOCATIONAL / EDUCATIONAL REQUIREMENT :
Requires a bachelor's degree or any equivalent combination of education and experience in accounting, financial or business administration, public administration, or a closely related field.

EXPERIENCE REQUIREMENT :
In addition to satisfying the vocational/education standards, this class requires a minimum of two years of related, full-time equivalent experience.

SPECIAL REQUIREMENTS :
Employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies.

Preferred Qualifications
Must have prior extensive land records and deeds and clerk of circuit court office experience. Must have circuit court experience or transferable skills and knowledge from the lower courts (minimum of 5 years). Experience should include, but not limited to: civil and criminal courtroom, processing appeals, including DARS , supreme court, court of appeals, general district and juvenile domestic relations courts.

Must be familiar with the transmittal land records and deeds financial process procedures. Communicate professionally to all customers, i.e. judges, commonwealth's attorney, attorneys, public safety and law enforcement personnel, probation officers, magistrates and public at large.

• Has ability to accurately perform and pay attention to details.
• Proficient in all Microsoft and Excel Technology
• Ability to draft legal documents
• Accurately able to multitask at a high volume
• Experience in handling confidential paperwork
• Experience in coordinating staff, preferably court and office deputy clerks.