Central Services Division - Court Records Deputy

Allen County Government•Fort Wayne, IN

13d•$24•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 case management systems, and handling related financial transactions. The position also handles legal notifications and assists the public, court staff, legal professionals, and law enforcement agencies. It is a non-exempt position in the Clerk of the Courts’ Office Support classification and is covered by due process as defined by the Board of Commissioners of the County of Allen Employee Handbook. The role processes records across civil, probate, family, and felony matters; maintains case, warrant, bond, judgment, and financial information; and prepares, issues, certifies, routes, and distributes court documents and legal notices. It provides procedural information to the public without giving legal advice, supports accurate records and statistical reporting, and helps ensure compliance with statutory requirements, confidentiality standards, and records-retention rules. The position works in a standard office and courthouse environment, with frequent movement to retrieve, transport, and deliver files. It involves extended data entry and document review, regular physical tasks including lifting items up to 20 pounds, and occasional exposure to noise and environmental elements while transporting documents between buildings. 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

At least 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 ability to provide procedural guidance without providing legal advice.
Strong computer skills, including proficiency with Microsoft Office and job-related software.
Ability to prioritize tasks in a fast-paced, changing workflow according to department needs.
Ability to type at least 40 words per minute.

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 for civil, probate, family, and felony cases by coding filed documents in the case management system.
Review court orders and determine whether related legal documents and notifications need to be issued, including arrest warrants, SR-16s, bond modifications, jail releases, and forwards.
Enter judgment, release, and bankruptcy information into the case management system within court-imposed deadlines.
Update active warrants, party information, and felony conviction data using tracking control numbers 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 by processing judgments, bankruptcies, substitutions, appearances, withdrawals, releases, set-aside or vacate orders, private process fees, and assignments for interested parties.
Enter accurate court codes and related information into electronic case management systems such as Quest, Odyssey, and Incite.
Record relevant 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 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, or email communication.
Explain court procedures and marriage license requirements, and verify documentation before issuing licenses.
Respond to inquiries and resolve inconsistencies with judges, law clerks, and court staff to maintain complete and accurate 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 attorneys 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 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 issue receipts for court-related costs, fees, fines, and miscellaneous charges.
Balance teller-window financial transactions and add or remove financial holds that affect disbursement of funds.
Locate, retrieve, and deliver case files and documents to Circuit and Superior Courts and Clerk’s Office staff.
Retrieve records for 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.