Senior Legal Records Clerk

Under general supervision, this position serves as a senior-level technical expert within the Sheriff's Office Confinement Division, supporting the daily operations of the Adult Detention Center. The primary focus is on inmate records, booking functions, and legal records processing.

This position functions as a subject matter expert in:

• Expungements and sealings
• VCIN (Virginia Criminal Information Network) transactions
• Court order processing

This role provides guidance, training, and technical support to staff and coordinates workflow within assigned functional areas to ensure strict compliance with the Virginia Code, court mandates, and agency policies and procedures.

Key responsibilities include:

• Overseeing and supporting inmate records, booking, and legal records processes
• Ensuring accuracy and compliance in all expungements, sealing, and court order activities
• Providing technical expertise and training to staff
• Assisting supervisory staff with operational oversight
• Resolving complex and sensitive issues related to records and legal processes
• Supporting continuity of operations during critical incidents and staffing shortages

This is an excellent opportunity for a detail-oriented professional with strong knowledge of legal records and correctional operations who is ready to serve as a technical leader and resource within the Confinement Division at the Fairfax County Sheriff's Office.

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

• Serves as a resource, trainer, and technical expert in an assigned area;
• Manages complex and technical cases that require the application of broad knowledge of the legal guidelines and procedures associated with the particular assignment;
• May serve in a lead capacity over a team of clerks assigned to the same operational functions;
• Assists the supervisor with staff scheduling, work assignment, training, and reviewing the work of unit staff;
• Routinely trains and mentors less experienced staff;
• Resolves more complex customer service issues received by phone, email, fax, mail, or in person;
• Recommends process improvements and assists in implementation;
• Serves as backup to supervisors in their absence.

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Knowledge of the functions of the assigned business areas and/or court procedures;
• Knowledge of the Code of Virginia, the Virginia Supreme Court's Clerk's Manual, laws and regulations related to the assigned business areas;
• Knowledge of standard administrative procedures, practices, and equipment;
• Ability to interpret and explain complex rules and regulations to staff and customers;
• Ability to communicate courteously and effectively, both verbally and in writing;
• Ability to motivate, train, and mentor staff;
• Ability to develop and maintain effective working relationships with a variety of individuals, including the judges, general public, members of the legal and business community, and department staff.

MINIMUM QUALIFICATIONS:
Any combination of education, experience and training equivalent to high school graduation; plus three years of experience providing administrative support, technical support, customer service, or working in a court or legal environment.

CERTIFICATES AND LICENSES REQUIRED:

• VCIN Certified (Level A) within 6 months of hire.
• Live scan certification within 6 to 12 months of hire based on assignment.

• Current Virginia Criminal Information Network (VCIN) certification.
• Familiarity with the Fairfax County and Commonwealth of Virginia judicial process.
• Prior experience working with or adjacent to law enforcement officers and their respective agencies.
• Two or more years working in a jail records or legal records capacity.
• Familiarity with expungements and the Virginia Criminal Code.
• Experience in scheduling meetings via technology such as Zoom or Teams.
• Demonstrated clear, concise, and professional oral and written communication skills.
• Excellent organizational and interpersonal skills.
• Experience and proficiency in using Microsoft Word, Outlook, and Excel software applications, and a willingness to learn new applications and systems as needed.
• Ability to be flexible, multitask, prioritize, and manage multiple activities simultaneously in a fast-paced, changing environment.
• Strong analytical, problem-solving, and decision-making capabilities.
• Works well in a collaborative team environment, as well as possessing the ability to take initiative and work independently.