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Allen County War Memorial Coliseum · 6 hours ago

Courthouse Annex - Court Records Deputy

Fort Wayne, IN

Full-time

Onsite

Mid Level

3+ years exp

Allen County War Memorial Coliseum is seeking a Court Records Deputy to support the efficient operation of the court system. The role involves managing court records, processing legal documents, and assisting the public and legal professionals with their inquiries.

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No H1B

Responsibilities

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

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

Collaborate with Court staff to review orders, correct errors, and ensure appropriate entries across all case types

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

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

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

Participate in assigned election-related tasks as needed

Perform other related duties and overtime as assigned

Qualification

Court Records ManagementCase Management SystemsLegal Documentation ProcessingMicrosoft Office ProficiencyCustomer Service ExperienceProblem Resolution SkillsTyping SpeedCommunication Skills

Required

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