Civil Process/Tax Clerk

Hendricks County Job Description

Title: Civil Process/Tax Clerk

FLSA Status: Non-Exempt

Department: Sheriff

Supervisor: Matron

PURPOSE OF POSITION:

Review, process, maintains, updates tax warrants and performs general bookkeeping for interdepartmental accounts. Provide service to any town, city, county or state court, whose defendant in a lawsuit, resides in Hendricks County Indiana.

ESSENTIAL FUNCTIONS:

• Receive, review, oversees the accuracy and completeness of the tax warrants.
• Manages the tax warrant process, including sending individual notices and entering warrants in computer system.
• Maintains an accessible tax warrant filing system.
• Maintains tax warrant payment system, enters payments paid, balances and reconciles the checkbook, report of collections, deposits, bank statements and monthly reconciliation form and yearly documents for SBOA in accordance with state and federal guidelines.
• Prepares daily deposits to be deposited at the bank, making sure all transactions balance from the previous day transactions.
• Coordinates with the IRS in a continual audit of records.
• Collects fees and submits them to the Auditor's Office.
• Maintains the cash book in accordance with procedural guidelines for the Sheriff's sale fee, publication costs, cancellation cost, sale proceeds, refunds, tax fees, amount to go to IDOR, civil fees, incident, accident, criminal history, firearms, death benefit funds, sex offender registry, photography charges, direct sales, workforce taxes and fees.
• Prepares and issues checks as needed with appropriate documents.
• Prepares disbursements of all monies received through Sheriff's account.
• Maintains all tax files on individual basis.
• Tracks DBF fee, and all cash bonds in accordance with guidelines set forth by the County Clerk.
• Sets dates, prepares files and conducts the Sheriff's sale upon the receipt of praecipe, judgment and notice of sale.
• Prepares notices and advertisement of Sheriff's sale

ESSENTIAL FUNCITONS (con't):

• Processes cancellations, bids, deeds and Clerk's returns, checks for proceeds, refunds.

• Supply all Civil Deputies with properly processed court papers to provide to anyone who resides in Hendricks County, Indiana.

• The civil desk is responsible for all processing, dispersing, and returning all court received papers by their court ordered deadlines from all five Hendricks County Courts along with any other Town, City, and County Court system. Deals with court systems and Lawyer/Attorney Firms who send civil judgment papers to the Hendricks County Sheriff Department to be served by the Sheriff Department if the defendant lives in Hendricks County.
• Charge, receipt and meet deadlines for out of county and state requests.
• Arrange papers by jurisdiction.
• Enter each paper into computer system in Odyssey or Interact and update information from returned civil papers.

• Alert courts of problems encountered during the preparation and serving of documents.
• Contact court that processed the paper of any new address change or other updated information.
• Notify out of state courts, lawyers etc. of fees and the process steps that must be followed for us to provide service.
• Collect out of county and out of state fee and forwards to the Clerk's office to be receipted.
• To provide accurate information to the general public, lawyers/attorneys office, other police agencies as well as any court system with inquires.
• Handles phone system issues in conjunction with the telephone vendor.

NON-ESSENTIAL FUNCTIONS:

• Backup Warrant Clerk
• Back up Records Clerk.
• Performs other duties as assigned.

EDUCATION & QUALIFICATION REQUIREMENTS:

• High school diploma or GED.
• 1-3 years' office experience required.
• Basic computer skills in Microsoft Office.
• Familiarity with legal terminology.
• Ability to learn working knowledge and comprehension of the legal documents process by the Sheriff's office.
• Must have problem solving abilities to balance accounts and prepare Sheriff's sales.
• Confidentiality is crucial.
• Ability to maintain a high degree of confidentiality.
• Attention to detail and accuracy.
• Ability to effectively and tactfully deal with other people.
• Good organization and prioritizing skills.
• Ability to communicate well, both verbally and in writing.
• Strong bookkeeping skills.
• Ability to operate and maintain various office machines, such as computer, printers, copier, telephone with voice mail and fax.
• Knowledge of general office practices, such as filing, record keeping, phone etiquette, etc.
• Strong math aptitude.
• Ability to learn job specific software programs.
• Ability to train and attend continuing education in laws and record keeping requirements.
• Ability to be a notary public.
• Ability to multi-task and work with interruptions.
• Ability to successfully complete CPR/First Aid certification.

RESPONSIBILITY:

Incumbent works under established guidelines and procedures. Tasks are varied and require some selection of applicable methods and procedures. Errors in judgment or failure to perform duties may result in Officer Safety issues, confusion, missed court dates and a possibility of litigation. Errors in work can cause substantial inconvenience to the public, moderate cost and loss of time to the department, all county, state, and town court system's and all other external agencies.

WORKING RELATIONSHIPS:

Working relationships are with supervisor, associates within and outside the department, the general public, other county and state departments, attorneys, investors, prosecutor's office, Indiana State Police, IDACS section FBI, NCIC, State Board of Accounts for the purpose of communicating factual or procedural information.

WORKING CONDITIONS & PHYSICAL DEMANDS:

Work is performed in a facility which houses convicted Felons. Although contact with inmates is strictly controlled and monitored, hazards are always present within the jail environment, including the risk of severe injury. Exposure to persons who may possess any or all of the following conditions: Intoxicated, under the influence of drugs, suffering from mental illnesses, violent, suicidal or extremely hostile and unruly behavior; suffering from AIDS, Hepatitis, or any other of a number of deadly or contagious diseases, exposure to bodily fluids; Exposure to handguns and other weapons.

APPLICANT/EMPLOYEE ACKNOWLEDGEMENT:

The job description for the position of Tax/Civil Clerk at the Hendricks County Sheriff's Department describes the duties and responsibilities 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.

Is there anything that would keep you from meeting the job duties and requirements as outlined?

Yes__________ No_________

Applicant/Employee Signature Date

Printed Name