Deputy Clerk - Small Claims Court, Portage

Porter County•Porter County, IN

3d•Onsite

About The Position

The Deputy Clerk serves in the Porter County Clerk’s Office Small Claims Court Division for Superior Court D03. The division initiates Small Claims cases and handles miscellaneous civil filings, including evictions, duplicate titles, and court business cases. The role supports daily court and office operations through case processing, data entry, public assistance, payment processing, and coordination with court staff and other parties. The incumbent follows established procedures, local rules, court preferences, and departmental practices. Work priorities are guided by the needs of the courts, attorney offices, and the public. The role requires maintaining confidentiality while providing appropriate access to department information and records. Errors are subject to standard departmental supervision and may cause delays or inconvenience to courts, attorneys, or parties. The position is based in a standard office environment and involves frequent interaction with the public, including occasional contact with difficult or irate individuals. Applicants must submit a cover letter, resume, and county application to [email protected]; telephone calls are not requested.

Requirements

High school diploma or GED.
Knowledge of and ability to apply customary and prescribed policies, practices, and legal requirements of the County Clerk’s Office.
Ability to operate Odyssey, Jalan, Incite, and DocuWare computer systems.
Working knowledge of standard office policies and practices and the software programs used by the Clerk’s Office.
Ability to provide public access to or maintain confidentiality of department information and records in accordance with state requirements.
Knowledge of standard filing systems and ability to maintain accurate and complete files and records.
Working knowledge of English grammar, spelling, and punctuation, and ability to prepare documents as required.
Ability to operate standard office equipment, including a computer, calculator, fax machine, copier, and telephone.
Ability to communicate effectively orally and in writing with co-workers, county departments, state offices, courts, and the public, with sensitivity to professional ethics, gender and cultural diversity, and disabilities.
Ability to use Microsoft Outlook, Word, and Excel effectively.
Ability to understand, memorize, retain, and carry out written and oral instructions, and present findings orally or in writing.
Ability to work independently with minimal supervision and collaboratively in a team environment.
Ability to multitask, complete assignments within required time periods, and meet deadlines.
Ability to perform duties involving prolonged sitting, walking, keyboard use, close vision, hearing, clear written and spoken communication, and handling or grasping objects.
Ability to bend, climb, kneel, and perform similar movements to retrieve and file records.
Ability to lift, carry, reach, pull, and push a mobile cart containing files or objects weighing 25 pounds or more.
Ability to interact with the public and, when needed, use judgment to defer difficult situations to a supervisor.

Responsibilities

Assist the public at the counter with inquiries related to civil matters.
Answer calls from the public, attorney offices, and other departments about cases and general matters; provide court proceeding information, verify case details, and schedule hearings as appropriate.
Perform daily tasks for Superior Court D04 using Odyssey, Incite, and DocuWare court systems.
Initiate new Small Claims cases received in person or through the Tyler Technology e-File system and add new cases in Odyssey.
Initiate Protective Orders through the Incite online filing system, including notifying local law enforcement agencies of protection orders when applicable.
Record and release judgments in DocuWare.
Process documents, including issuing service for Pro Se case types and docketing subsequent filings for expungements and miscellaneous case types.
Docket pleadings for Special Judge cases assigned to Superior Court D03.
Make docket entries for Superior Court D03 in Odyssey, including scanning and relating or attaching documents, entering Pro Se appearances, petitions, complaints, motions, orders, and answers, and adding and communicating court dates.
Process and docket filings in the Odyssey clerk queue or hard copies received by the court, including appearances, answers, continuances, motions, pleadings, orders, hearings, judgments, bench warrants, notices, subpoenas and summonses, evictions, writs of assistance, and duplicate vehicle title orders.
Process returned sheriff service; docket returned interrogatories, bankruptcy notices, dismissals, and discharges; and notify the court of new bankruptcy cases.
Receive in-person payments for filing fees, sheriff service, copies, and certifications using accepted payment methods; calculate change, process card transactions through the AllPaid portal, and balance the cash drawer daily.
Perform general office duties such as certifying, copying, mailing, and distributing documents while maintaining confidentiality.
Perform other related Clerk’s Office duties as assigned.
Maintain cooperative working relationships and communicate with co-workers, county offices, government and law enforcement agencies, courts, and members of the public.
Retrieve and file records, including moving files or objects weighing 25 pounds or more using a mobile cart.