Deputy Court Clerk in Charlottesville, VA

Job title: Deputy Court Clerk

Company: City of Charlottesville

Job description: General Summary

The Charlottesville Circuit Court Clerk’s Office is seeking two (2) qualified candidates to join our team as Deputy Court Clerks who are highly motivated and who strive for success by demonstrating Charlottesville’s Core Values of Leadership, Trust, Creativity, Respect, and Excellence.

The preferred hiring amount is between $16.85 – $18.90 Hourly ($35,048.00 – $39,312.00 Annually). Starting offer is based on applicable education, experience, and internal equity. These are full-time, non-exempt, positions which provide excellent benefits including 13 paid holidays plus 1 floating holiday, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, City’s retirement options, gym membership reimbursement (up to $34 a month), tuition reimbursement (up to $3,000 per fiscal year), and continuing education/training opportunities.

  • For a general summary of benefits offered by the City, please click the ‘benefits’ tab on this posting, or visit

. * The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS and there are certain provisions that must be met. For questions pertaining to the Portability Agreement, please contact the City’s Benefits Administrator at 434-970-3462.

The Deputy Court Clerk assigned to the Land Division is responsible for various office and court support tasks to ensure the efficient operation of the Clerk’s Office and the assigned division. These tasks may include recording land records, issuing marriage licenses, accepting legal filing fees, and managing and organizing legal documents and files. The Deputy Court Clerk also provides direct customer service to the public and interacts with outside agencies that work with the Circuit Court regularly. Each individual has primary duties, but there are also shared duties. Major functions include receipting money, receiving mail, shipments, and deliveries, and receiving and filing documents to ensure prompt and courteous customer service. Performs other duties as assigned.

The Deputy Court Clerk assigned to the Criminal Division is responsible for various office and court support tasks to ensure the efficient operation of the Clerk’s Office and the assigned division. These include attending Court hearings to draft Court Orders, assisting in jury set up, administering oaths to witnesses, and organizing evidence. The Deputy Court Clerk also interacts with outside agencies and updates the Circuit Court Case Management and Financial Accounting System. Each individual has primary duties, but there are also shared duties. Major functions include receipting money and receiving and filing documents, as well as providing prompt, courteous, and responsive customer service. Performs other duties as assigned.

Essential Responsibilities and Duties

  • Receives payment by computer for services rendered; makes determination as to collection of fines and costs/filing fees.
  • Receives documents for recording or filing; indexes information by computer.
  • Ensures excellent customer service with the public; interacts tactfully with members of the public, including but not limited to:
  • Assists members of the public in person, by telephone, by mail or e-mail;
  • Direct customers to the appropriate party, department, outside agency or other resource; answers questions and provides information within specific guidelines; provides forms, applications, and other materials to the public; or routes request to appropriate staff.
  • Attend criminal hearings and trials; draft Court Orders memorializing what occurred in the hearings and trials; update the Circuit Case Management System; update the Financial Accounting System with regard to court costs, fines, and/or restitution; send necessary updates to the local jail, probation officer, and any other outside agency that must be updated.
  • Performs a variety of responsible clerical support duties including preparing, typing, copying, collating, filing and e-filing various Court documents, forms, reports, records, and other materials in department and/or central files; maintains and updates computer information; assists Court personnel in locating files and documents as necessary.
  • Receives mail, shipments, deliveries and materials and distributes appropriately, as necessary.
  • Type a minimum speed of 45 wpm.
  • Perform other duties as assigned.

Education, Experience and Skills

Minimum Requirements:

-A high school diploma or GED equivalency.

-At least one (1) year of experience in an office/business or customer service environment with extensive administrative experience including interaction with the public, data entry and automated record keeping or bookkeeping is required.

Preferred Qualifications:

-Prior experience in a Circuit Court Clerk’s office is preferred

-Prior training and/or experience using the Supreme Court Financial Accounting System (FAS), the Circuit Case Management System (CCMS), or similar court system preferred

-Bilingual abilities – Spanish preferred

-Prior experience in a legal environment preferred

Skills: Ability to organize. Attention to detail, complete work accurately sometimes with short deadlines. Read, comprehend, and retain information and follow directions from supervisor or fellow Deputy Clerk. Provide office support functions to include familiarity and experience with Microsoft Office, Excel and Word programs and the ability to learn and effectively use agency’s systems and software; Capacity to correctly ascertain concerns/inquiries from members of the public and be able to respond appropriately to those concerns/inquiries in a timely manner. Ability to communicate ideas effectively, both orally and in writing, with the public and representatives of various agencies that interact with this office. Demonstrate cooperation and teamwork with all members of staff. Ability to perform more than one task at a time, which may vary in complexity. Ability to locate and utilize appropriate procedure manuals and procedures. Willingness to accept limitations and ask for assistance. Willingness to learn new skills.

Physical Conditions & Additional Information

Standard work environment. Ability to lift up to 25 pounds.

Note: This job opportunity is advertised with a closing date of “Continuous.” If interested in being considered, an application should be submitted as soon as possible. Applications will be evaluated on a continuous basis. Interviews will be conducted as soon as possible during the recruitment with candidates who are best qualified. Applications may no longer be considered once a candidate to fill the position is identified. This job announcement will close when the position(s) have been filled and may close at any time.


Updated July 1, 2022

Benefits cited represent those for regular 40-hour employees and may differ for Management Level, Part-Time, and/or Library positions. Long-term temporary employees are eligible for all benefits except retirement. Interns, temporary, seasonal, substitute, and relief employees are not eligible for benefits.


  • Vacation:
  • 3.09 hours accrued biweekly — 0 –

3 years * 3.85 hours accrued biweekly — 3 –

5 years * 4.62 hours accrued biweekly — 5 –

10 years * 5.40 hours accrued biweekly — 10 –

15 years * 6.16 hours accrued biweekly — 15 –

20 years * 6.93 hours accrued biweekly — 20 –

25 years * 7.70 hours accrued biweekly — 25+ years

  • Sick:
  • 4.62 hours per biweekly pay period, approximately 120 hours a years, no limit on accumulation
  • Holidays:
  • 14 paid holidays per calendar year (13 observed and 1 floating)


  • Aetna Medical –
  • Choose from three options with different premiums and levels of coverage and coverage is effective on the first of the month following date of hire:
  • HMO: $0 premium for employee only coverage
  • POS 1: Employee-only premium of $36.28 per biweekly pay
  • POS 2: Employee-only premium of $13.02 per biweekly pay
  • (Dependent coverage is available but the cost of the premium is not subsidized.)
  • Prescription Card ($10 generic, $30 lower cost name brand, $55 higher cost name brand)
  • Mail Order Maintenance Prescription Drug Program ($20 generic, $60 lower cost name brand, $110 higher cost brand)
  • Dental (Delta Dental)
  • No cost for employee only coverage. Dependent coverage is available but the cost of the premium is not subsidized.
  • Diagnosis and Preventive — 100% of allowable charge; Basic Dental Care – 80%; Major Dental Care – 50%
  • Primary — $50 deductible, 80/20
  • Prosthetic & Complex Restorative — $50 deductible, 50/50
  • $1,500 maximum annual benefit
  • $1,000 Orthodontic Benefit
  • MetLife Vision Plan: Optional
  • Employee only coverage: $2.50 bi-weekly; Dependent coverage also available at differing rates.
  • Eye health exam, dilatation, prescription and refraction of glasses covered after $10 co-pay;
  • $130 allowance for frames, after co-pay, plus additional discounts where accepted.
  • Life:
  • Two times annual salary (paid by the City)
  • Optional supplemental life available for employee, spouse, dependents (paid by employee)
  • AFLAC: Optional
  • Cancer/accident/short term disability/intensive care insurance (paid by employee)
  • Long Term Disability
  • Protection from income loss due to long-term illness or injury (paid by the City)

3. RETIREMENT: The City of Charlottesville manages its own retirement system and does not participate in VRS, however the City has a Portability Agreement with VRS. There are certain provisions that must be met and the portability request must be executed within 18 months of vesting in the City’s Plan.

  • Pension:
  • Choose from two options:
  • A Defined Benefit Pension plan pays a monthly benefit in retirement using a defined formula based on the employee’s earnings history, tenure of service, and age. Our plan has a 5 year vesting period and an employee contribution of 5% of salary.
  • A Defined Contribution 401a plan in which fixed contributions are paid into an individual’s account by the employer, the contributions are invested, returns (positive or negative) are credited to the account, and the account balance is used to provide retirement benefits. The vesting schedule for our 401a plan is 33% after one year of service, 67% after two years of service, and 100% after three years of service. There is no required contribution from salary. (Note that: the Defined Contribution retirement plan is the only plan available for Library employees)
  • Supplemental:
  • Deferred Compensation (457) – employee contribution


  • Flexible Spending Accounts:
  • Health Care Expenses
  • Dependent Care Expenses
  • Parking/Mass Transit Expenses
  • Parking Subsidy of $50 per month
  • Wellness Programs:
  • Gym Reimbursement Program
  • Monthly On-Site Nurse and Annual Flu Shots
  • Health Screenings and Fairs, Education Sessions, & Weekly Fitness Classes
  • Weight Watchers at Work
  • Bike Commuter Program:
  • Reimbursement of up to $20 per month for reasonable bike commuting expenses
  • Employee Assistance Program:
  • A variety of confidential, personal professional services for you and your family available 24 hours a day.
  • Tuition Reimbursement Program:
  • Up to $1,500 for undergraduate OR Up to $3,000 for graduate level tuition per fiscal year per employee.

Expected salary: $35048 – 39312 per year

Location: Charlottesville, VA

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