Local Job
Deputy Clerk Civil Full Time Job opening - Porter County state Indiana ( Job openings )
Porter County , state Indiana
( By Press Release office )
2022-03-08T00:00 - 2022-04-07T00:00 | 27 | 2
POSITION:
DEPUTY CLERK
DEPARTMENT:
CLERK-PORTAGE OFFICE
WORK SCHEDULE:
8:30 AM – 4:30 PM
JOB CATEGORY:
Civil/Small Claims Court D03
STATUS:
Full-Time
FLSA STATUS:
Non-exempt
SALARY:
$39,244.00 Annual
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 Small Claims Court Division for Superior Court D03, which is responsible for initiating Small Claims cases; miscellaneous civil filings, including but not limited to evictions, duplicate titles, and court business cases; daily data entry and by assisting the public and other members of the 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 D03 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.
Accept incoming criminal court filings, receive stamp items, distribute to respective clerk docket typist as assigned. Monitor and docket certified mail returns received on a case. Process incoming general requests received by fax, phone, in person, or by mail including but not limited to the public, law enforcement agencies, attorneys, or other departments.
Sort and group various case documents for small claims and criminal case types processed by a clerk docket typist for proper record retention; place items into physical jackets for files maintained through December 31, 2017.
Pull physical files for criminal court call for the Portage Superior Courts; interoffice any physical files to Valparaiso Clerk’s office to be scanned for proper record retention.
Perform docket entries for Superior Court D03 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 and answers.
Process returned Sheriff Service from law enforcement agencies; provide assistance with civil docketing in the absence of the assigned clerk including but not limited to docketing returned Interrogatories from employers, financial institutions or third parties; and returned bankruptcy notices, dismissals and discharges.
Receive and process payments made in person by the general public, including court filing fees, sheriff service, judgment 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.
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.
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: Attention Jessica Bailey, Porter County Clerk’s Office, 16 Lincolnway Suite 211, Valparaiso IN 46383
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