Court Records Deputy III

This position is offered a comprehensive and competitive benefits package, which includes:

• Medical, dental, vision and more
• Generous paid time off and holidays
• Retirement plan with up to 5% matching

This position is full time, nonexempt, classified and is covered as defined by the Board of Commissioners of the County of Allen Employee Handbook.

Hours are Monday - Friday; 8:00 am - 4:30 pm and as needed; overtime as required

Under the direction of the Central Services Supervisor, the Court Records Deputy III provides assistance to the general public, court personnel, law enforcement agencies, and the legal community by handling case-related documents, collecting and posting filing fees, and explaining filing requirements.  

ESSENTIAL FUNCTIONS:

• Assists the public, courts, legal community, governmental agencies, and research companies by providing court and/or clerk records to requestors in person or via fax, postal mail, scanning, and e-mail.
• Provides information from the automated systems data base inquiry, filings, and other statutory procedures to attorneys, prosecutor staff, and the general public.
• Researches, verifies, prepares and disburses certified copies of documents regarding Circuit and Superior Court cases.
• Observes strict confidentiality guidelines from the Indiana Supreme Court with all aspects of case handling.
• Receives, records, and receipts payments made towards court costs, fees, fines, including other miscellaneous fees related to general photo and certified copies, generating receipts.
• Balances all financial transactions with automated teller window.
• Records documents into the Records, Judgments and Orders book as required by the Indiana Code.
• Responsible for sorting and properly distributing all court-related mail.
• Locates, retrieves, and delivers case files and other case-related documentation to the Circuit and Superior Courts and Clerk personnel.  
• Responsible for filing and determining case types for civil, probate and family relations cases.
• Explains the requirements for marriage licenses and verifies submitted documentation prior to issuing the license. 
• Enters correct court codes and related information into the electronic case management system.
• Processes and distributes legal notices to parties and/or media.
• Receives, records and notifies parties of claims on estates and processes other probate matters.
• Pulls and retrieves files for the legal community, research companies and the general public.
• Performs all other duties as assigned, including but not limited to, duties required for scheduled elections.

REQUIREMENTS:

• Associates Degree in Public Affairs, Legal Studies, Business, or other closely related field preferred
• 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
• Ability to prioritize tasks in a fast-paced and changing work-flow environment based on Department need.
• 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
• 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

WORKING CONDITIONS:

The Court Records Deputy III needs to move around frequently and freely to obtain files and records.  This task includes frequent lifting up to forty pounds, bending, pushing and/or pulling loads, reaching overhead, kneeling, crawling, and climbing ladders.  Data entry along with an attention to detail while inspecting and proofreading is required. Some exposure to noise is expected.