Under the direction of the Court Records Manager, 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 handling the distribution and collection of court documents and serves multiple divisions within the court system. Additionally, they manage the centralized filing system for court records, ensurimg documents are appropriately routed. The Court Records Deputy serves as a resource to help people understand court procedures and addresses 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

Assists individuals and organizations (public, courts, legal community, government agencies) with court and clerk records via various channels (in-person, fax, mail, scanning, email).
Receives, records, and issues receipts for payments related to court costs, fees, fines, and miscellaneous charges (e.g., photo and certified copies).
Ensures accurate financial transactions by balancing activities at the teller window.
Provides 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 Circuit and Superior Court cases.
Adheres to strict confidentiality guidelines mandated by the Indiana Supreme Court for all aspects of case handling.
Enters dispositional data into the automated system for compiling statistical reports required by the Indiana Supreme Court.
Enters case related information into the Quest System, Odyssey Case Management System and Incite.
Processes filings, court orders and notices for probate heirs, creditors ad estate claims.
Certifies all court documents for Department of Child Services attorneys.
Issues Writ of Attachments, Writ of Assistance, Jailer’s Releases, Birth Orders and Protective Orders to the appropriate agencies.
Issues service of process to appropriate parties and enters the issuance and return in the automated system.
Processes and distributes legal notices to involved parties and the media.
Fulfills assigned duties, including tasks related to scheduled elections, 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

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.

Allen County, Indiana

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Court Records Division - Courthouse - Court Records Deputy