Deputy Clerk I

King William County is seeking a full-time Deputy Clerk I to serve as the primary point of public contact. This role provides prompt, accurate, and professional assistance to citizens, attorneys, and partner agencies. Duties include processing deed recordings, marriage licenses, concealed handgun permits, court documents, financial transactions, and other responsibilities associated with the operations of the King William County Circuit Court Clerk’s Office. Reports to the Clerk of the Circuit Court. 

The Deputy Clerk I performs a wide range of administrative, clerical, and customer service duties to support efficient court operations. Essential functions include, but are not limited to:

Document Processing & Records Management

• Accurately process and record land records, judgments, deeds, and other official documents in a timely manner
• Process applications and paperwork for concealed handgun permits, marriage licenses, notary public commissions, and similar issuances

• Assist citizens in the deed room and archives room, including locating and accessing public records

Financial Transactions

• Properly receipt, record, and reconcile fines and fees for criminal cases consistent with requirements established by the Court

Customer Service & Public Assistance

• Provide clear, timely, and professional assistance to citizens, attorneys, and other stakeholders

• Direct customers to appropriate departments, agencies, or resources

• Answer questions and provide materials or information in accordance with court policies and guidelines

Office Administration & Support

• Prepare documents, process files, answer phones and emails, and perform general clerical duties

• Complete bi-weekly timesheets and maintain accurate administrative records

• Participate in cross-training activities and perform other duties as assigned to support efficient office operations

Training & Professional Development

• Attend trainings provided by the Virginia Department of Judicial Services, including webinars or in-person training in other jurisdictions across the Commonwealth

Teamwork & Independence

• Work collaboratively in a team environment

• Perform tasks independently with minimal supervision and maintain high standards of accuracy and professionalism

Required Knowledge

• Office Administration: Knowledge of standard office practices, procedures, and equipment, including document scanners, multifunction printers, and digital filing systems.
• Financial Processes: Knowledge of basic accounting principles to accurately receipt, record, and reconcile fines and fees.

• Confidentiality Requirements: Knowledge of proper handling and protection of sensitive and confidential court records.

• Legal and Court Procedures: Knowledge of legal terminology, court documents, and judicial processes related to land records, judgments, and licensing (preferred).

• Judicial Systems Technology: Knowledge of—or ability to learn—the Supreme Court of Virginia’s Judicial Services Case Management, Case Imaging, and Financial Management systems.

Required Skills

• Communication Skills: Strong verbal and written communication skills to effectively interact with the public, attorneys, and agencies.

• Data Entry Accuracy: Skilled in accurate data entry, document review, and error-free processing of official court records.

• Technology Proficiency: Skilled in Microsoft Office applications, email, and database systems required for document processing and recordkeeping.

• Customer Service: Skilled in delivering courteous, professional, and prompt service in a front-counter, high-traffic environment.

• Organization & Time Management: Skilled in prioritizing tasks, meeting deadlines, and maintaining orderly workflow under fast-paced conditions.

• Judgment & Discretion: Skilled in managing sensitive information with appropriate discretion and sound decision-making.

Required Abilities

• Task Management: Ability to manage multiple assignments simultaneously while maintaining accuracy and attention to detail.

• Policy & Procedure Application: Ability to interpret, apply, and follow court policies, procedures, and statutory requirements.

• Independent Work: Ability to perform tasks with minimal supervision and maintain accountability for work outcomes.

• Team Collaboration: Ability to work effectively with colleagues and participate in cross-training to support overall office operations.

• Instruction Following: Ability to understand, interpret, and follow written and verbal instructions accurately.

• Professional Composure: Ability to maintain professionalism, patience, and composure when interacting with individuals who may be frustrated, distressed, or unfamiliar with court processes.

• Relationship Building: Ability to establish and maintain effective working relationships with court staff, law enforcement, legal professionals, and members of the public.

High school diploma or equivalent required. Associate degree in paralegal studies, office administration, office management, administrative support, or a related field from an accredited institution preferred and at least one (1) year of related experience providing customer services in a professional office setting; experience handling confidential or sensitive information required; experience using or familiarity with the Supreme Court of Virginia’s Judicial Services Case Management System, Case Imaging System, or Financial Management System preferred; or an equivalent combination of education and experience. 

Additional Requirements

An acceptable comprehensive background investigation to include a local, state, and sex offender criminal history check, must possess a valid driver’s license with an acceptable driving record, and submit to a pre-employment drug screen.