Court Records Deputy

Under the direction of the Small Claims Supervisor, the Court Records Deputy supports and assist various groups, such as the general public, court staff, law enforcement agencies, and the legal community. They focus on preparing permanent records for small claims civil cases in the court. Additionally, they offer guidance on court filing requirements and act as a resource to help people understand court procedures and address inquiries related to court matters. This position is Covered as defined by the Board of Commissioners of the County of Allen Employee Handbook.

ESSENTIAL FUNCTIONS:

• Maintains and organize small claims, eviction, and protective order court records which consists of documents related to small claim, eviction, and protective order cases such as court filings, judgements, and motions, correspondence and service returns.
• Acts as a point of contact for individuals and organizations (public, courts, legal community, government agencies) with court and clerk records and procedures via various channels (in-person, fax, mail, scanning, phone and email).
• Responsible for answering the telephone and providing information from the court's automated database to attorneys, prosecutor staff, and the public, following statutory procedures.
• Conducts research and verifies information to prepare and distribute certified copies of documents related to Superior Court cases.
• Adheres to strict confidentiality guidelines mandated by the Indiana Supreme Court for all aspects of case handling.
• Receives, records, and issues receipts for payments related to court costs, fees, and miscellaneous charges (e.g., photo and certified copies, writ book post judgment sheriff service fee).
• Ensures accurate financial transactions by balancing activities at the teller window.
• Records relevant documents in the Records, Judgments, and Orders book as required by the Indiana Code.
• Sorts and distributes and enters court-related mail appropriately.
• Locates, retrieves, and delivers case files and documents to the Circuit and Superior Courts and Clerk personnel.
• Enters accurate court codes and relevant information into the electronic case management system.
• Processes and distributes legal notices to involved parties and the media.
• Retrieves and scans files for the legal community, research companies, and the general public.
• Fulfills assigned duties, including tasks related to scheduled elections, as required.
• Enter orders to expunge protective order cases and remove from public record
• Codes filed documents and updates relevant information in Odyssey
• Utilize the states Protective Ourder Registry to review information and ensure accuracy. Initiate Workplace Violence Potective Order Petitions.
• Assists individuals in court procedures and filing small claims, evictions, and protective orders, ensuring accuracy and completeness.
• Issues service of process to appropriate agencies and posts its issuance and return on the automated system.

ESSENTIAL FUNCTIONS (Continued):

• Issues notice to the parties of record pursuant to Trial Rule 72(D) and as directed by the Court and returns on the automated system
• Process signed amended orders that required court correction
• Performs all other assigned duties, including overtime as required.

REQUIREMENTS:

• High School Diploma or equivalent, and a minimum of three years of work experience in court clerk, legal assistant, records management, administrative support, law enforcement or criminal justice, or customer service roles involving interactions with the public
• Associate's Degree in Public Affairs, Legal Studies, Business, or a related field is a plus
• Strong written and verbal communication skills
• Thorough knowledge of statutory requirements relevant to the Clerk’s office
• Must be able to manage and resolve problems when dealing with hostile, difficult or emotional persons with tact, sensitivity and professionalism
• Strong computer skills with the ability to use Microsoft Office and other job related computer software
• Strong judgment skills with the ability to assist the public with legal guidance without providing legal advice Must be an Allen County resident per Indiana Code
• Must be able to type a minimum of 40 words per minute
• Ability to prioritize tasks in a fast-paced and changing work-flow environment based on Department need

PERFORMANCE EXPECTATIONS:
The Court Records Deputy role is challenging due to its legal nature, confidentiality demands, public interaction, and high workload. Strong organizational skills and technological proficiency are essential. The role involves repetitive tasks when obtaining court records and requires applying rules and regulations to research and prepare certified copies of Superior Court case documents in a timely manner.

RESPONSIBILITY:
The Court Records Deputy's role involves managing court records and providing access to the public and legal community. They handle document preparation, maintain confidentiality, and assist with case file retrieval, categorization, and legal notice distribution. Additionally, the Court Records Deputy is responsible for processing payments for court costs and fees, with any errors subject to supervisory review, as they can have adverse effects on subsequent operations

PERSONAL WORK RELATIONSHIPS:
The Court Records Deputy maintains regular communication with various entities, including County employees, courts, the legal community, government agencies, research companies, and the general public. Their role involves assisting in obtaining court and/or clerk records, facilitating information exchange, and supporting record-related inquiries.

WORKING CONDITIONS:
The Court Records Deputy is required to have the ability to move around frequently and freely to access files and records. This task involves regular lifting of up to twenty pounds, bending, pushing, pulling, reaching overhead, kneeling, crawling, and using ladders. Data entry skills, along with a keen attention to detail while inspecting and proofreading, are necessary for this role. Some exposure to noise is expected. Transport case files, legal filings and administrative documents to courthouse daily with exposure to the elements with potential public and traffic hazard concerns.

SUPERVISION:
None

LICENSING:
None

IMMEDIATE SUPERVISOR:
Small Claims Supervisor

HOURS:
8:00 am – 4:30 pm and as needed; overtime as required

Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.