Central Services Division - Court Records Deputy

Allen County Indiana•Fort Wayne, IN

12d•Onsite

About The Position

The Court Records Deputy supports the efficient operation of the court system by managing and maintaining court records, processing legal documents, updating electronic case management systems, and handling related financial transactions. The position also handles legal notifications and assists the public, court staff, legal professionals, law enforcement agencies, and government offices. It is covered by due process as defined by the Board of Commissioners of the County of Allen Employee Handbook. The Deputy maintains records across civil, probate, family, and felony cases; processes court orders, legal documents, warrants, protective orders, notices, and certified copies; updates case and financial information; and supports required reporting and records-retention processes. The role includes serving the public, explaining court procedures without providing legal advice, processing payments, and routing and retrieving case files. The position works in a standard office and courthouse environment and requires frequent movement to retrieve and deliver files. It includes extended periods of data entry and document review, along with physical tasks such as walking, standing, bending, reaching overhead, pushing, pulling, kneeling, using ladders, and lifting items up to 20 pounds. The schedule is Monday through Friday, 8:00 AM to 4:30 PM, with a 37.5-hour standard workweek and overtime as needed. The position does not supervise other employees and reports to the Central Services Manager.

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 involving hostile, difficult, or emotional individuals with tact, sensitivity, and professionalism.
Thorough knowledge of statutory requirements relevant to the Clerk’s Office.
Strong written and verbal communication skills.
Strong judgment and the ability to assist the public with legal guidance without providing legal advice.
Strong computer skills and proficiency with Microsoft Office and job-related software.
Ability to prioritize tasks in a fast-paced, changing workflow based on department needs.
Ability to type a minimum of 40 words per minute.
Associate’s degree in business or a related field, or an equivalent combination of education and experience, preferred.

Nice To Haves

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

Responsibilities

Maintain accurate chronological case summaries and code filed documents in the court’s case management system for civil, probate, family, and felony cases.
Review court orders and determine whether related legal documents and notifications must be issued, including arrest warrants, SR-16s, bond modifications, jail releases, and forwards.
Enter judgments, releases, bankruptcy information, and other case information in the case management system while meeting court deadlines.
Update active warrants, party information, felony conviction data, and bond records, including surety bond authorizations and recalls.
Process financial adjustments related to judgments, bankruptcies, substitutions, appearances, withdrawals, releases, set-aside or vacate orders, private process fees, and assignments.
Enter court codes and relevant information into systems such as Quest, Odyssey, and Incite.
Record required legal documents in the Records, Judgments, and Orders book and enter dispositional data 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 information in the state’s Protective Order Registry.
Assist the public, court personnel, legal professionals, and government agencies with access to court and clerk records through in-person, telephone, fax, mail, scanning, and email communication.
Explain court procedures and marriage license requirements and verify documentation before issuance.
Respond to inquiries and work with judges, law clerks, and court staff to resolve inconsistencies and correct errors in court records.
Research and verify information to prepare and distribute certified copies of court documents.
Collect, distribute, and route court documents among internal and external entities.
Issue Writs of Attachment, 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 the 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 cash bond payments.
Create informational packets for sheriff service, assign event codes for issuance, and log returns of service.
Receive, record, and receipt court-related payments, including costs, fees, fines, and miscellaneous charges, and balance teller window transactions.
Add or remove financial holds that affect disbursement of funds.
Locate, retrieve, and deliver case files and documents to Circuit and Superior Courts, Clerk’s office staff, legal community members, research firms, and the public.
Initiate filing and categorization of civil, probate, felony, and family relations cases.
Review and manage destruction of court records in accordance with Indiana retention rules.
Sort and distribute court-related mail.
Participate in assigned election-related tasks as needed and perform other related duties and overtime as assigned.