Central Services Division - Court Records Deputy

Allen County War Memorial Coliseum; Fort Wayne (IN); On-site; USD 42,000 - 60,000; Full time

Job summary

Allen County War Memorial Coliseum is seeking a Court Records Deputy to support the court system by managing and maintaining records, processing documents, updating case management systems, and handling related financial transactions. The role also involves assisting the public, court staff, legal professionals, and law enforcement agencies.

The incumbent will work under the direction of the department manager and handle notices, dispositional data, and protective orders, ensuring compliance

Qualifications

• Associate’s degree or equivalent combination of education and experience preferred.
• Minimum of three years in court clerk, records management, or related roles involving public interactions.
• Strong written and verbal communication skills are required.
• Proficiency in Microsoft Office and job-related software is necessary.
• Ability to type at least 40 words per minute.

Responsibilities

• Maintain accurate case summaries for civil, probate, family, and felony cases in the case management system.
• Review orders and determine need for related documents and notifications.
• Enter judgment, bankruptcy, and other data promptly into the system.
• Update warrants, party information, and felony data for reporting.
• Balance financial transactions and process court-related payments.
• Record and issue certified copies of court documents to attorneys when required.
• Distribute court notices and protect records per Indiana retention rules.
• Provide access to court records to the public and legal professionals.

Skills

Court records management

Public interaction

Data entry

Microsoft Office

Education

Associate’s degree in business or related field

Tools

Quest

Odyssey

Incite

Job description

Under the direction of the department manager, the Court Records Deputy is responsible for supporting 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 involves handling legal notifications and providing assistance to 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.

Essential Functions

Court Records Management and Legal Documentation

• Maintain accurate and up-to-date chronological case summaries for civil, probate, family, and felony cases by properly coding filed documents in the court’s case management system.
• Review court orders and determine the need for issuing related legal documents and notifications such as arrest warrants, SR-16’s, bond modifications, jail releases, and forwards.
• Enter judgment, release, and bankruptcy information into the case management system, ensuring adherence to 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 and update 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/vacate orders, private process fees, and assignments for interested parties.
• Enter accurate court codes and relevant 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 to support required 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 ensure accuracy in the state’s Protective Order Registry. Public Service and Communication
• Assist the public, court personnel, legal community, and government agencies by providing access to court and clerk records through in-person, telephone, fax, mail, scanning, or email communication.
• Serve as a resource to explain court procedures and marriage license requirements while verifying documentation prior to issuance.
• Respond to inquiries and resolve inconsistencies with Judges, law clerks, and court staff to ensure complete and accurate court records.

Public Service and Communication

• Collaborate with Court staff to review orders, correct errors, and ensure appropriate entries across all case types. Documentation Certification and Distribution
• Conduct research and verify data to prepare and distribute certified copies of court documents.
• Collect, distribute, and route court documents appropriately among internal and external entities.
• Issue Writ of Attachments, Writs of Assistance, Jailer’s Releases, Birth Orders, and Protective Orders to the 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.
• Receives, records, and notifies involved parties of claims on estates and processes 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 return of service.
• Financial and Payment Processing
• Receive, record, and issue receipts for court-related payments including costs, fees, fines, and miscellaneous charges.
• Balance teller window financial transactions to ensure accuracy.
• Add or remove financial holds that impact the disbursement of funds.
• File and Record Handling
• 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 accordingly.
• Miscellaneous Duties
• Participate in assigned election-related tasks as needed.
• Perform other related duties and overtime as assigned.

Requirements

• Associate’s degree in business or a related field, or an equivalent combination of education and experience, preferred. Minimum of three years of relevant experience required in court clerk, legal assistant, records management, administrative support, law enforcement or criminal justice, or customer service roles involving interactions with the public
• Must be an Allen County resident per Indiana Code
• Must be able 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 skills with the ability to assist the public with legal guidance without providing legal advice
• Strong computer skills with proficiency in Microsoft Office and job-related software
• Ability to prioritize tasks in a fast-paced and changing workflow environment based on Department need
• Must be able to type a minimum of 40 words per minute

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.