Small Claims Division - Courthouse Annex - 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 Order Registry to review information and ensure accuracy. Initiate Workplace Violence Protective 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. 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

Salary : $20