Courthouse Annex - Court Records Deputy

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.

• 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

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