Job description

*Increase of up to $2/hour offered in 2023*

Job Title: Superior Court Civil Deputy

Department: Clerk of Courts

Reports To: Trial Court Chief Deputy Clerk

FLSA Status: Nonexempt

Principal Function: TheSuperior Court Civil Deputy is responsible for opening and maintaining case files for civil cases.

Essential Duties and Responsibilities: Duties include, but are not limited to:

1. Inputs data, organizes, scans, archives, and processes all Court documents according to state statutes and direction from the Court.

2. Assesses, collects, processes, and receipts payments into the CSI accounting system for various fees, fines, restitution, and bond payments for the Clerk of Courts and other County agencies.

3. Assists the public over the phone or in-person to include: providing answers to questions; collecting payments; administering marriage license applications; receiving documents; distributing requested documents; and assisting with election matters as needed.

4. Balances transactions in Trust daily and maintains the cash drawer according to State Board of Accounts (SBOA) rules and regulations.

5. Verifies the cash book daily report receipts from prior business day and disburses receipt adjustments on joint and/or severally accounts; adds interest when needed; processes cash bond records.

6. Creates Court documents to include: subpoenas; body attachments; bench warrants; Bureau of Motor Vehicles (BMV) SR16 Forms, Court of Appeal documents, and letters.

7. Processes incoming mail and processes outgoing mail including certified mail; verifies delivery of certified mail for assigned case types.

8. Provides assistance to the Court, other County offices, state, and federal court systems, as needed.

9. Certifies documentation for name changes in marriages, dissolution of marriages, guardianships, adoptions, and other Court orders and documents.

10. Accepts computer Court filing, paper filings from Pro Se Litigants, processes said filings and sends to the Court for the Judge to review.

11. Processes criminal and legal researches for Prosecutors, Probation, and Police Departments, the Indiana Department of Corrections (IDOC), the Federal Bureau of Investigation (FBI), and the Naval Criminal Investigative Service (NCIS) in a timely manner.

12. Completes administrative duties to include: attending meetings, reviewing cash bond reports, answering inquiries, etc., as needed.

13. Maintains new information in all computer software systems.

14. Follow retention and destruction schedules per State statutes.

15. Maintains an effective communication process with the Trial Court Chief Deputy Clerk and the Clerk of Courts.

Supervisory Responsibilities: This job has no supervisory responsibilities.

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty according to the requirements of the organization. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

County-related Competencies: To perform this job successfully, all employees working in the County should demonstrate the following competencies:

• Attendance/Punctuality/Dependability - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time; Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
• Citizen Service - Manages difficult or emotional Citizen situations; Responds promptly to Citizen needs; Solicits Citizen feedback to improve service; Responds to requests for service and assistance; Meets commitments.
• Professionalism/Teamwork/Interpersonal Skills -Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Balances team and individual responsibilities; Exhibits objectivity and openness to others' views and tries new things; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed; Focuses on solving conflict, not blaming; Maintains confidentiality.
• Oral and Written Communication – Speaks clearly and persuasively in positive or negative situations; Listens to others without interrupting; Keeps emotions under control; Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

Job-related Competencies – To perform this job successfully, employees in this job should demonstrate the following competencies:

· Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

· Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

· Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

· Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

· Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; supports and explains reasoning for decisions; Includes appropriate people in decision making process; Makes timely decisions.

Education and/or Experience: High school diploma or general education degree (GED); or one-year related experience and/or training; or equivalent combination of education and experience. Previous administrative experience working in a government related environment is required.

Other Skills and Abilities: The following skills and abilities are either required or desired.

· Computer software skills required include: Microsoft Outlook, Word, Excel, PowerPoint, TYLER, Indiana Support Enforcement Tracking System (ISETS), Child Support Resource Website (CRS), Doxpop, INcite, Statewide Voter Registration Software (SVRS), and Adobe Acrobat.

· A working knowledge of the legal process of the Indiana Rules of Court and legal terminology is required.

· A working knowledge of the procedures of the Infraction Deferral Program and Pre-Trial Deferral agreements is required.

· A basic understanding of general accounting principles and practices and report writing, while paying close attention to detail is required.

· The ability to understand and comply with the retention schedules outlined in the Indiana Rules of Court is required.

· The ability to maintain confidentiality of court proceedings is required.

· The ability to effectively communicate on a one-on-one basis with the public is required.

· The ability to work with other County offices internally and externally, to resolve citizen issues is required.

· The ability to attend meetings and seminars as requested is required.

· The ability to operate a computer, printer, copy machine, scanner, fax machine, and other office equipment is desired.

· The ability to speak, read and write in English is required. Spanish is desired.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee is regularly required sit; use hands to finger, handle or feel, and reach with hands or arms; and talk or hear. The employee is frequently required to stand; or walk. The employee is occasionally required to climb or balance, stoop, kneel, crouch or crawl, and taste or smell. The employee must frequently lift and or move up to 25 pounds.

Specific vision abilities required by this job include close vision (clear vision at 20 inches or less), distance vision (clear vision at 20 feet or more), color vision (ability to identify and distinguish colors), peripheral vision (ability to observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point), depth perception (three-dimensional vision, ability to judge distances and spatial relationships), and the ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

While performing the duties of this job, the employee occasionally is exposed to working near moving mechanical parts and the risk of electrical shock when working with office equipment and outdoor weather conditions. The noise level in the work environment is usually quiet to moderate.

While the offices of Adams County are usually open from 8:00 a.m. to 4:00 p.m., Monday through Friday, this position may require work beyond these hours and on the weekends. It also requires the ability to drive a County vehicle. Thus, a valid driver’s license is required.

Job Type: Full-time

Pay: $15.51 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Ability to commute/relocate:

• Decatur, IN 46733: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location

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