Central Services Division - Court Records Deputy

Department: Clerk of the Courts FLSA Status: Non-exempt
Classification/Level: Office Support, PG, B-05 Date: 05/2025

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 – (Continued)

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

PERFORMANCE EXPECTATIONS:

The Court Records Deputy is expected to accurately process and maintain a variety of court records and legal documents while adhering to all statutory requirements and confidentiality standards. The Deputy must ensure data is entered correctly
and promptly in the case management systems and that financial transactions are processed with accuracy. This role requires effective communication with the public, court personnel, and legal entities, as well as sound judgment when handling sensitive matters. The Court Records Deputy is expected to manage a high volume of work efficiently, prioritize tasks in a fast-paced environment, and maintain professionalism and attention to detail in all responsibilities.

RESPONSIBILITY:

The Court Records Deputy is responsible for maintaining and processing court records and legal documents across various case types, including civil, criminal, family, and probate. This includes entering and updating information in electronic case management systems, issuing legal notifications, managing financial transactions, and preparing certified court documents. The Court Records Deputy ensures compliance with confidentiality rules and statutory requirements, provides procedural guidance to the public and legal community, and supports the accurate routing and retention of court records. This role requires consistent attention to detail, discretion, and effective communication in a high-volume, deadline-driven environment.

PERSONAL WORK RELATIONSHIPS:

The Court Records Deputy interacts regularly with judges, court staff, attorneys, law enforcement agencies, and various government offices to ensure the accurate processing and distribution of court records and legal documents. The Court Records Deputy also provides assistance to the public, offering procedural information and guidance on record-related inquiries. Strong working relationships with internal departments and external stakeholders are essential to supporting the smooth operation of court processes.

WORKING CONDITIONS/PHYSICAL DEMANDS:

The Court Records Deputy works in a standard office and courthouse environment that requires frequent movement to retrieve and deliver files. The role involves regular physical activity including walking, standing, bending, reaching overhead, pushing, pulling, and lifting items up to 20 pounds. Tasks may also require kneeling, crawling, or using ladders to access records. The position demands extended periods of data entry and close attention to detail while inspecting and processing documents. Occasional exposure to noise and environmental elements occurs when transporting case files and documents between buildings, sometimes involving potential public or traffic hazards.

Frequently moves throughout the office and courthouse to retrieve, transport, and deliver case files and legal documents.
Regularly performs physical tasks such as lifting up to 20 pounds, bending, reaching overhead, pushing, pulling, kneeling, and using ladders.
Spends extended periods performing data entry and document review, requiring fine motor skills, visual focus, and repetitive hand movements.

The description below outlines the physical requirements specific to the Court Records Deputy’s role:

PHYSICAL REQUIREMENTS

Occasionally =
1 to 2 hours

Frequently =
3 to 4 hours

Repeatedly =
5 to 6 hours

Continuously =
7+ hours

Sitting

X

Standing

X

Walking

X

Fine Motor Skills

X

Gross Motor Skills

X

Repetitive Motions

X

Lifting

X

Carrying

X

Pushing/Pulling

X

Physical Endurance

X

SUPERVISION:
This position does not supervise other employees

LICENSING:
No specific licenses are required.

IMMEDIATE SUPERVISOR:
Central Services Manager

HOURS:
Monday – Friday, 8:00 AM to 4:30 PM (37.5-hour standard workweek); overtime as needed.