POSITION:
    DEPUTY CLERK                        
   DEPARTMENT:
     CLERK                                           
   WORK SCHEDULE: 
    8:30 AM – 4:30 PM
   JOB CATEGORY:
    Civil/Superior Court D01
   STATUS:
    Full-Time
   FLSA STATUS
   : Non-exempt
   PAY RATE:
    $40,334.50
   To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily.  The job requirements listed in this document are representative of the knowledge, skill, and/or ability required. Porter 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 Porter County Clerk’s Office Civil Division for Superior Court D01, which is responsible for completing various tasks including but not limited to assigning case numbers, data entries, processing Dissolutions, Guardianships, Estates, Adoptions, Protective Orders, Pro Se filings, Appeals, assisting the public and other clerk staff.
   DUTIES: 
   Performs a variety of duties to assist the Clerk staff in the daily operations of the Clerk’s office, which includes but is not limited to assisting the general public in person at the counter; electronically processing subsequent pleadings; assist attorney offices and the general public with phone inquiries; and to work cohesively with judicial officers, court staff, department heads and clerk staff, as needed.
   RESPONSIBILITY:
   Incumbent performs duties according to a flexible, customary routine with work priorities determined by the needs of courts, attorney offices, or general public. Assignments are guided by following standard operating procedures or policies and outlined in local rules or procedural manuals. Decisions are always determined by specific instructions of established policies and procedures, court preferences and departmental practices defined by the Indiana Administrative Local Rules of the Court, Circuit and Superior Court preferences, and Clerk of the Circuit Courts. Errors in work are primarily prevented or detected through standard supervision of the department head, defined procedures, courts, attorney offices, agencies, or the general public. Undetected errors could result in loss of time to correct such errors and/or inconvenience to the courts, attorneys, and various parties to a case.
   The Deputy Clerk is responsible for the following tasks during the daily operations of the unit:
   Assist the public at the counter for in-person inquiries related to civil matters. Answer phone calls from the public, attorney offices, and other departments to assist with case inquiries, and general matters, which may include but is not limited to providing information of court proceedings, verifying case information or scheduled court hearings.
   Perform daily tasks for Superior Court D01 in computer systems, including Odyssey, Incite and DocuWare. Initiate Protective Orders through Incite online filing system, which may include notice to local law enforcement agencies of orders of protection; issue notices to parties; transfer cases by Venue In or Venue Out to and/or from other counties. 
   Initiate new case types, which may include but are not limited to Pro Se Dissolutions, Name Changes; New Court Business; Estates; Guardianships; Adoptions; Mental Health; Civil Collections; Civil Plenary; Mortgage Foreclosures; Expungements; and Protective Orders; assign appropriate judicial officer to the case; process and enter pleadings or entries by affixing the proper code for judicial review on the court docket. 
   Perform docket entries for Superior Court D01 in Odyssey using customary clerk practices and court preferences, including but not limited to scanning, relating or attaching pleadings and documents to case entries; perform docket entries for  Pro Se appearances; petitions; complaints; motions; orders; answers; transparenting class rosters; sheriff sale proceeds; mental health entries; appeals; record judgments and satisfactions in DocuWare.
   Issue Arrest/Bench Warrants ordered by the court; create and type all pertinent information as ordered by the courts for a body attachment of a Defendant in a case; prepare the bench warrant for delivery to a law enforcement agency in a manner according to confidentiality requirements and public disclosure; conduct data entry of the bench warrant into a case docket through the Odyssey court system.
   Provide assistance with civil docketing in the absence of the assigned clerk including but not limited to processing returned Sheriff Service from law enforcement agencies; returned Interrogatories from employers, financial institutions or third parties; and returned bankruptcy notices, dismissals and discharges.
   Process pleadings and orders in the Clerk’s queue and/or hard copies for Superior Court D01, which include but may not be limited to appearances entered or withdrawn; orders setting hearings; continuances; dismissals; discharges; motions of enlargement of time; judgment entries; dissolution decrees and settlement agreements; mental health physician reports; bench warrants; notices or summons to Pro Se parties of a case; excluding Estates and Adoptions.
   Receive and process various payments by mail and over the counter from patrons, including court filing fees, sheriff service, judgment or restitution payments, support maintenance payments, copy fees, and certification fees. Payments include but may not be limited to cash, money orders, cashier’s check or credit/debit card payments; calculate change and process debit/credit card transactions through AllPaid state government approved payment portal; balances cash till drawer on a daily basis.
   Provide assistance for Superior Courts D02 and D05 workloads in the Clerk’s queue, incoming mail or in-person filings at the counter in the absence of the assigned clerk.
   Perform general office duties, including, but not limited to, certifying, copying, mailing and distributing a wide variety of documents by first class mail to Pro Se parties or as directed by the court, while maintaining a level of confidentiality. Assists Clerk staff with opening mail for the Civil Courts, in the absence of assigned clerk.
   Performs any other related duties of the Clerk’s office, as assigned.
   
   JOB REQUIREMENTS AND DIFFICULTY OF WORK:
   High School Diploma or GED.
   Knowledge of and ability to make practical application of customary and prescribed policies, practices and legal requirements of the County Clerk’s Office. Ability to properly operate Odyssey, Jalan, Incite and DocuWare computer systems.
   Working knowledge of standard office policies and practices, and computer software programs used by the Clerk’s office, and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.
   Ability to provide public access to or maintain confidentiality of Department information and records according to state requirements.
   Knowledge of standard filing systems and ability to maintain accurate and complete files and records.
   Working knowledge of English grammar, spelling and punctuation, and ability to prepare various documents as required.
   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, state offices, Courts, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
   Ability to effectively use Microsoft applications such as Outlook, Word and Excel.
   Ability to understand, memorize, retain and carry out written and oral instructions, and present findings in oral or written form.
   Ability to work alone with minimum supervision and with others in a team environment.
   Ability to multitask to complete assignments within a certain time period and/or meet deadlines.
   PERSONAL WORK RELATIONSHIPS:
   Incumbent maintains communication with co-workers, other county offices and department staff, personnel from other government and law enforcement agencies, and members of the public for the purposes of but not limited to filing, copying, processing, or docketing court records and maintaining cooperative work relationships.
   PHYSICAL EFFORT AND WORK ENVIRONMENT:
   Incumbent performs assigned duties on a daily basis in a standard work environment that may involve serving the public at the counter, frequently required to bend, climb, kneel, and perform similar functions to retrieve and file records. Lifting, carrying, reaching, pulling, and pushing a mobile cart that contains files or objects weighing 25 pounds or more.
   Incumbent may sit for a long period, walk long distances, use the keyboard, and need to use close vision, hear sounds, communicate clearly in written or spoken word, and handle/grasp objects. Incumbent may be in frequent contact with the public and may occasionally have to deal with difficult/disgruntled/irate individuals or use decision-making skills to defer to a supervisor.
   APPLICATION INSTRUCTIONS:
   DOWNLOAD AN EMPLOYMENT APPLICATION
    and submit the completed application along with a resume and cover letter via:
   Email to: 
   jessica.bailey@porterco.org
   Regular Mail or In Person to: Attn: Jessica Bailey, Porter County Clerk’s Office, 16 E Lincolnway, Suite 209, Valparaiso, IN 46383
   
   

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