Principal Deputy Clerk - Case Entry

Circuit Court Clerk

The Circuit Court Clerk's Office is the administrative arm of the Circuit Court. Our day-to-day operations significantly impact the Chesterfield community. The Clerk's Office prioritizes accessibility, transparency, effectiveness and being constituent focused. The staff within the Clerk's Office are responsible for providing administrative support, record keeping, case management, court-related financial matters, and, most importantly, adhering to the law.

The Case Entry Division in the Circuit Court Clerk's Office processes and records new case information across the criminal and civil departments, ensuring accuracy and accessibility. They collaborate with each department and conduct stringent quality control checks to maintain the integrity of case records for smooth court operations. This team handles various administrative duties, as assigned, that support the Clerk's office operations and provides excellent customer service to attorneys, litigants, and the public. The Circuit Court Clerk's Office is seeking a detail-oriented, compassionate, and team-driven professional to join our Criminal Team. This role is pivotal in supporting the office operations, ensuring the integrity of court records, and providing exceptional service to the public and legal community. You'll be part of a workplace that values respect, growth, and dedication to service.

Our public service hours are Monday through Friday, 8 : 00am to 4 : 00pm, and standard employee shift schedules are Monday through Friday, 8 : 00am to 4 : 30pm, though flex scheduling is available. Due to the nature of the service we provide, telework is not an option.

Annual salary range of $55,278 to $64,952 based on experience. To maintain pay equity among staff, the ideal candidate will be offered $55,278 with flexibility based on direct experience.

Medical / dental and retirement benefits with generous employer contributions.

Access to a wide range of benefits including life insurance, disability, 529 savings plans, wellness incentives, EAP, PTO, medical leave, and more.

Workplace grounded in values of respect, growth, and dedication to service

On-site fitness area and wellness room

This position is a part of an approved Career Development Plan (CDP) and offers career progression opportunities and salary incentives, as funding permits, based on performance, qualifications, and experience.

Strong oral and written communication skills

Ability to multitask and prioritize effectively in a fast-paced, deadline-driven environment

High attention to detail and accuracy

Strong public relations and customer service skills

Familiarity with legal terminology, court procedures, and record-keeping practices

Able to work independently and as part of a team, make sound decisions, and take ownership of your work

Strong team player who contributes positively to group dynamics and fosters a respectful, collaborative work environment

Commitment to confidentiality and ethical handling of sensitive information

Strong problem-solving and solution-oriented mindset, with adaptability to evolving tasks, initiatives, and collaborative cross-functional projects

Proficient in Microsoft Office, case management systems, and other software applications; skilled in data entry, scanning, and digital document workflows, with the ability to quickly adapt to new technologies

Criminal & Civil Case Management

Create and maintain accurate court records in the Circuit Case Management System (CCMS) and Case Imaging System (CIS)

Process felony, misdemeanor, traffic, bond appeal, and direct indictment cases including judge assignment, DNA / fingerprint verification, and document imaging.

Support civil case processing including garnishments, uncontested divorces, custody, support, and visitation matters.

Electronic Records & Appeals

Manage District Court Appeal (DCA) records and ensure quality before transfer.

Serve as backup for criminal appeals to the Court of Appeals and Supreme Court via DARS, including compiling and sending appellate records.

Probation & Multi-Jurisdictional Cases

Process probation violations and MJGJ cases, including issuing service documents and sealing sensitive materials.

Track cases and team assignments using Excel.

Search Warrants & Confidential Records

Enter and manage search warrant and affidavit records, including sealed orders and destruction in line with retention standards.

Handle confidentiality requests to protect victim / witness information.

Customer Service & Financial Transactions

Provide phone and counter support for criminal division inquiries.

Operate credit card register for payments and coordinate with Fiscal for end-of-day reporting.

Special Orders & Expungements

Process miscellaneous court orders (e.g., blood withdrawal, destruction, subpoenas).

Support expungement reviews and documentation for non-circuit cases.

Interstate & Out-of-State Witness Coordination

Intake and process documents for hearings involving out-of-state witnesses and interstate compacts.

Administrative & Team Support

Participate in mail runs, staff meetings, training, and innovation projects.

Maintain judge calendars, track metrics, and update procedures.

Process archival records via COVERS and manage NOT FOUND folder documentation.

High school diploma or GED; bachelor's degree in criminal justice / public administration or related field is preferred.

Three (3) years of relevant experience in management of a court / legal environment; or an equivalent combination of training and experience in management of a court / legal environment or a related field.

Demonstrated skills in oral / written communication.

Ability to multi-task in a fast-paced environment.

Meeting tight deadlines.

Attention to detail.

Public relations and customer service.

Utilization of state-of-the-art technology and work proficiency.

Pre-employment drug testing, FBI criminal background check, and education / degree verification required.