Job Details
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Department: Clerk of the Courts - Central Services FLSA Status: Non-exempt
Classification/Level: Office Support, B3 Date: 7/2023
Under the direction of the Central Services Manager, the Court Records Deputy provides support and assistance to different entities, including the general public, court staff, law enforcement agencies, and the legal community. They are primarily responsible for managing the distribution and collection of court documents and serve multiple divisions within the court system. Additionally, they oversee the centralized filing system for court records, ensuring that documents are appropriately routed. This position is Covered as defined by the Board of Commissioners of the County of Allen Employee Handbook.
ESSENTIAL FUNCTIONS:
* Collects snd distributes court documents while ensuring their proper routing.
* Assists individuals and organizations (public, courts, legal community, government agencies) with court and clerk records via various channels (in-person, fax, mail, scanning, email).
* 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.
* 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.
* Records relevant documents in the Records, Judgments, and Orders book as required by the Indiana Code.
* Sorts and distributes court-related mail appropriately.
* Locates, retrieves, and delivers case files and documents to the Circuit and Superior Courts and Clerk personnel.
* Handles the filing and categorization of civil, probate, and family relations cases.
* Explains marriage license requirements and verifies submitted documentation before issuing licenses.
* Enters accurate court codes and relevant information into the electronic case management system.
* Processes and distributes legal notices to involved parties and the media.
* Manages the receipt, recording, and notification process for claims on estates and other probate matters.
* Retrieves files for the legal community, research companies, and the general public.
* 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
REQUIREMENTS (Contimued):
* 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 implementing and managing electronic court records and applying rules and regulations to research and prepare certified copies of Circuit and Superior Court case documents.
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, fees, and fines, with any errors subject to supervisory review.
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.
SUPERVISION:
None
LICENSING:
None
IMMEDIATE SUPERVISOR:
Central Services Manager
HOURS:
8:00 am - 4:30 pm and as needed; overtime as required
EEO CATEGORY:
0106
WORKERS'S COMP CODE:
8810
I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.
Employee Signature: ____________________________________________ Date: _____________________
Supervisor Signature: ___________________________________________ Date: ____________________
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.
If hired, you must provide proof of educational attainment at New Hire Processing or during the interview process.
Other details
* Pay Type Hourly
* Min Hiring Rate $19.74
Apply Now
* Clerk s Office - Central Services Division - Courthouse, 715 S Calhoun Street, Fort Wayne, Indiana, United States of America