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Deputy Clerk - Clark County Clerk's Office

The Clark County Clerk's Office serves as the official record keeper for the Circuit and Courts of Clark County, Indiana. The office is responsible for processing legal filings, maintaining court records, collecting fees and fines, issuing marriage licenses, supporting child support and traffic case operations, managing elections, and providing accessible public services to residents, attorneys, and the courts.

Job Summary:

The Deputy Clerk performs a wide range of administrative, clerical, and public service duties to ensure the accurate and efficient processing of court documents and transactions. Responsibilities include receiving and filing legal documents, entering case data into the Odyssey system, preparing and certifying records, processing court payments, scheduling hearings, maintaining fee books, and assisting the public and attorneys at the counter and by phone. This position requires strong organizational skills, accuracy, confidentiality, and the ability to work effectively in a fast-paced environment with frequent public interaction.

The Deputy Clerk must be able to interpret and follow office policies, legal procedures, and court requirements, while maintaining professionalism and attention to detail. This position reports directly to the Chief Deputy Clerk and the County Clerk. It is a full-time position working Monday through Friday, 8:30 a.m. to 4:30 p.m.

A high school diploma or GED is required. Clark County Government is an Equal Opportunity Employer.

POSITION DESCRIPTION CLARK COUNTY, INDIANA

POSITION: Deputy Clerk

DEPARTMENT: Clerk

WORK SCHEDULE: 8:30 a.m. - 4:30 p.m., M-F

DATE WRITTEN: December 2022 STATUS: Full-time

FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Clark County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless those accommodations would present an undue hardship.

Incumbent serves as Deputy Clerk for the Clark County Clerk's Office, responsible for completing a variety of file preparation, data entry, and public service duties to ensure proper processing and filing of Court documents.

DUTIES:

Answers telephone and assists individuals at counter, providing information on Court proceedings, receiving payments, verifying case information, and processing and filing a variety of documents/paperwork.

Responds to requests for research on a variety of information and searches Department files and archives as necessary. Prepares copies of and certifies a variety of documents, and updates computer records, files, and fee books accordingly.

Performs various duties in Odyssey entering proper code for document filed and scanning document to correct case.

Processes filings for Circuit and/or Superior Courts, assigning case numbers, completing necessary paperwork, entering case information and financial records into appropriate fee books and computer, scheduling Court dates, and preparing and sending summons.

Receives releases and judgments from Circuit and/or Superior Courts and makes necessary entries on docket and in computer, Judgment Order Book, and fee books.

Processes certified mail returns, inputting information in computer, printing signatures, and forwarding to Court as necessary.

Receives and processes various payments, such as fines, fees, court costs, traffic tickets, restitution, trust payments and judgments.

Closes out files as directed by the Court, enters dismissals, garnishments orders and other legal papers submitted by attorneys, and indexes, files and completes related duties as individual cases require.

Performs a variety of clerical duties, including, but not limited to, creating and maintaining files; typing, copying, filing, and faxing documents; processing certified and regular mail; pulling files scheduled for Court: entering data in computer; preparing spreadsheets; and generating reports.

Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED.

Ability to make practical application of customary and prescribed policies, practices and legal requirements of the County Clerk's Office.

Ability to learn legal terminology and standard policies and procedures concerning preparation and filing of Court documents, with ability to effectively retrieve, update, and review Department files for accuracy and completeness.

Ability to learn standard office procedures and computer software programs used by the Clerk's Office, with ability to apply such knowledge to a variety of interrelated processes, tasks and operations while applying a high level of attention to detail.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare correspondence and detailed written reports as required.

Knowledge of standard filing systems and ability to create and maintain Department files.

Ability to operate standard office equipment, including computer, calculator, fax machine, copier, and telephone.

Ability to effectively communicate orally and in writing with co-workers, other County departments, Courts, attorneys, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to provide public access to or maintain confidentiality of Department information and records according to state requirements.

Ability to comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to compile, analyze and evaluate data, make determinations, and act based on data analysis.

Ability to work alone with minimum supervision and with others in a team environment, often amidst frequent distractions and interruptions, and under pressure from formal schedules, deadlines, and high-volume operations.

Ability to apply knowledge of people and locations, plan/layout assigned work projects, and read/interpret detailed Court orders and documents.

Ability to count/make simple arithmetic calculations, receive/receipt payments, and effectively respond to inquiries.

Ability to occasionally work extended hours and occasionally travel out of town for meetings/conferences, sometimes overnight.

II. RESPONSIBILITY:

Incumbent performs duties according to a flexible, customary routine and standard Department policies and guidelines, with priorities primarily determined by supervisor and service needs of the public. Assignments are guided by definite objectives using a variety of methods or procedures, with incumbent referring to supervisor for unusual matters, such as policy interpretations. Decisions are always determined by specific instructions or existing well- established policies and procedures.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with other County departments, Courts, attorneys, and the public for purposes of exchanging/verifying information and rendering service.

Incumbent reports directly to Chief Deputy Clerk and County Clerk.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, keyboarding, lifting/carrying objects weighing less than 25 pounds, pushing/pulling objects, bending, crouching/kneeling, reaching, speaking clearly, and hearing sounds/communication. Incumbent maintains considerable contact with the public and may be exposed to irate/difficult persons. Incumbent occasionally works extended hours and may travel out of town for meetings/conferences, sometimes overnight.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Deputy Clerk for the Clerk's Office describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.