Filings Deputy

Location:

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”. Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION: Filings Deputy

DEPARTMENT: Clerk

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

STATUS:  Full-time

FLSA STATUS:  Non-exempt

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.  Hamilton 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 Filings Deputy for the Hamilton County Clerk’s department, responsible for processing civil, criminal, juvenile, small claims, probate, and child support cases, and assisting the public.

DUTIES:

Processes new court cases, determining case types, accepting statutory fees, and entering in computer according to legal guidelines.

Processes marriage licenses, including verifying required documentation, completing forms, and collecting proper fees.  Maintains marriage record index as prescribed by statute.

Processes court ordered warrants and body attachments and forwards to Sheriff for service.  Processes surety bond forfeitures and receives payment from bail agents.

Processes probation, child support, and judgment payments received in drop box, mail, and in office, including printing/providing receipts, and printing/providing payment history report from ISETS as requested.  Balances cash drawer and reconciles daily financial reports.

Answers telephone and greets office visitors, providing information and assistance as requested, taking messages, or transferring/directing to appropriate individual or department.

Periodically provides clerical assistance in Election Department for elections as assigned.

Performs duties of other department staff as needed or as assigned to maintain department work flow and deadlines.

Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED. Ability to successfully complete computer software training within time specified by department.

Working knowledge of standard office policies and practices, legal terminology, and relevant state guidelines, and ability to apply such knowledge to a variety of interrelated tasks.

Working knowledge of standard English grammar, spelling, and punctuation, and ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to accurately collect daily receipts, type with speed and accuracy, and properly operate a variety of standard office equipment, including computer, printer, copier, telephone, fax machine, postage meter, paper shredder, label and receipt printers.

Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to work alone and with others in a team environment, and maintain appropriate, respectful interrelationships with co-workers.

Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.

Ability to occasionally work extended, weekend and/or evening hours.

II. RESPONSIBILITY:

Incumbent performs standard, recurring duties according to department policies and procedures and legal guidelines. Incumbent receives indirect or occasional supervision, with priorities determined by service needs of the public and seasonal deadlines. Errors in incumbent's work are usually prevented through procedural safeguards and are detected through notification from other departments, agencies or the public. Undetected errors may result in loss of time for correction, work delays and/ or inconvenience to other agencies or the public, and/or loss of money to department or the public.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, attorneys, and the public for the purpose of exchanging and explaining information.

Incumbent reports directly to Clerk.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, which may involve sitting for long periods, sitting and walking at will, reaching, bending, keyboarding, hearing communication, speaking clearly, close and far vision, color perception, handling/grasping/fingering objects, lifting/ carrying objects weighing less than 25 pounds, and exposure to potentially hostile/violent persons. Incumbent occasionally works extended, weekend and/or evening hours.

APPLICANT/EMPLOYEE ACKNOWLEDGEMENT

The job description for the position of Filings Deputy for the Clerk describes the duties and responsibilities for employment 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.

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.