Central Services Division - Court Records Deputy

Allen County Indiana•Fort Wayne, IN

About The Position

Under the direction of the department manager, the Court Records Deputy supports the efficient operation of the court system by managing and maintaining court records, processing legal documents, updating case management systems, and handling related financial transactions. The role also handles legal notifications and assists the public, court staff, legal professionals, and law enforcement agencies. This position is covered by due process as defined by the Board of Commissioners of the County of Allen Employee Handbook. The position maintains and updates records for civil, probate, family, and felony cases; processes court orders, judgments, warrants, bonds, and other legal documents; and ensures information is accurately entered into electronic case management systems. It also provides public service and procedural information, researches and certifies documents, routes notices and filings, processes court-related payments, and retrieves and manages court files and records. Other duties include assigned election-related tasks and overtime as assigned.

Requirements

Minimum of three years of relevant experience in court clerk, legal assistant, records management, administrative support, law enforcement or criminal justice, or customer service roles involving interaction with the public.
Must be an Allen County resident, as required by Indiana Code.
Ability to manage and resolve problems when dealing with hostile, difficult, or emotional individuals using tact, sensitivity, and professionalism.
Thorough knowledge of statutory requirements relevant to the Clerk’s Office.
Strong written and verbal communication skills.
Strong judgment and ability to assist the public with legal guidance without providing legal advice.
Strong computer skills and proficiency in Microsoft Office and job-related software.
Ability to prioritize tasks in a fast-paced, changing workflow environment based on department needs.
Ability to type a minimum of 40 words per minute.

Nice To Haves

Associate’s degree in business or a related field, or an equivalent combination of education and experience, preferred.

Responsibilities

Maintain accurate chronological case summaries for civil, probate, family, and felony cases by coding filed documents in the court’s case management system.
Review court orders and determine whether related legal documents and notifications need to be issued, including arrest warrants, SR-16’s, bond modifications, jail releases, and forwards.
Enter judgment, release, and bankruptcy information into the case management system and meet court-imposed deadlines.
Update active warrants, party information, and felony conviction data for reporting to the Indiana State Police – Central Repository.
Maintain bond records by posting and releasing surety bond authorizations and recalls in the case management system.
Update and adjust financial balances for judgments, bankruptcies, substitutions, appearances, withdrawals, releases, set-aside or vacate orders, private process fees, and assignments for interested parties.
Enter court codes and relevant information into electronic case management systems, including Quest, Odyssey, and Incite.
Record legal documents in the Records, Judgments, and Orders book as required by the Indiana Code.
Enter dispositional data into the automated system for statistical reporting to the Indiana Supreme Court.
Enter expungement orders for protective order cases and remove related records from public access.
Initiate and manage Workplace Violence Protective Order Petitions and maintain accurate entries in the state’s Protective Order Registry.
Assist the public, court personnel, the legal community, and government agencies with access to court and clerk records through in-person, telephone, fax, mail, scanning, or email communication.
Explain court procedures and marriage license requirements and verify documentation before issuance.
Respond to inquiries and resolve inconsistencies with judges, law clerks, and court staff to ensure complete and accurate court records.
Collaborate with court staff to review orders, correct errors, and ensure appropriate entries across case types.
Research and verify data to prepare and distribute certified copies of court documents.
Collect, distribute, and route court documents among internal and external entities.
Issue Writs of Attachments, Writs of Assistance, Jailer’s Releases, Birth Orders, and Protective Orders to appropriate agencies.
Process and distribute legal notices to involved parties and the media.
Certify court documents for attorneys, particularly those representing the Department of Child Services.
Issue service of process to proper parties and log issuance and returns in the automated system.
Receive, record, and notify involved parties of claims on estates and process other probate-related matters.
Process requests, recalls, and expired Orders for Body Attachments and arrange for cash bond payments.
Create informational packets for sheriff service, assign event codes for issuance, and log returns of service.
Receive, record, and issue receipts for court-related payments, including costs, fees, fines, and miscellaneous charges.
Balance teller-window financial transactions and add or remove financial holds affecting disbursement of funds.
Locate, retrieve, and deliver case files and documents to Circuit and Superior Courts and Clerk’s office staff.
Retrieve records for members of the legal community, research firms, and the general public.
Initiate filing and categorization of civil, probate, felony, and family relations cases.
Review and manage destruction of court records in compliance with Indiana retention rules.
Sort and distribute court-related mail.
Participate in assigned election-related tasks as needed.
Perform other related duties and overtime as assigned.