Deputy Clerk

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. Tippecanoe 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 the accommodation would present an undue hardship.

Incumbent serves as Deputy Clerk for the Tippecanoe County Elected Clerk, responsible for serving Tippecanoe Circuit, Superior Courts I & II, Superior Courts IV – VII and Main Office.

DUTIES:

• Answers telephone and greets office visitors with exceptional customer service, determining nature of call, responding to inquiries, providing information and assistance, taking messages, and/or directing to appropriate individual or department. Treats visitors with courtesy and respect, remaining calm in difficult situations.
• Responds to inquiries from the public, attorneys, and agencies. Obtains filed records for the Courts and provides information and assistance as laws and rules allow.
• Monitors Clerk Public Records Request Portal (SBS), emails, faxes, and in-person requests to ensure timely responses and production of requested court and clerk documents. Locates, copies, and certifies court documents found in Microfilm, Docuware, paper files, Odyssey, Quest or INcite for other departments, governmental agencies, and the public.
• Scans, files and maintains records and files in a secure manner, following State regulations.
• Maintains and upkeeps the Chronological Case Summary (CCS) for all cases in compliance with Trial Rule 77(B).
• Accepts new criminal court cases through INcite pursuant to Tippecanoe County Local Rules, and all subsequent case filings filed by attorneys and public through Odyssey e-File and Serve, which includes inputting correct filing codes, updating parties and/or attorney information as needed.
• Accepts and enters subsequent pro se paper filings into Odyssey.
• Enters relevant details on new criminal case filings, such as party information, vehicle description, citation information, and other service providers or agencies.
• Processes and issues summons, subpoenas, proceedings supplemental, writs of execution or attachment, body attachments, protective orders, notice of claim, contempt citations, and orders to appear.
• Distributes notices of court rulings and new hearing dates to appropriate individuals, attorneys, judges and/or court staff via Sheriff, email, mail, or certified and signature confirmation.
• Mails orders as directed, including preparing for certified mailing or service by Sheriff. Enters certified mail and sheriff service results, persons served or not served, and scanning paperwork into Odyssey.
• Performs clerk processes during the duration of the open case and after the case is closed.
• Telephones attorneys regarding cases as needed.
• Enters and scans traffic infractions into the State's court case management system. Accepts and processes electronic traffic infraction filings on State's e-file system.
• Uploads Bureau of Motor Vehicles (BMV) records for judicial review of motor vehicle related offenses. Review