Sheriffs Office - Courthouse - Civil Clerk

Under the direction of the Lieutenant of the Civil Division, the Civil Clerk is responsible for processing tax warrants, mortgage foreclosures, protective orders, and any other court documents.  This position is covered as defined by The Board of Commissioners of the County of Allen Employee Handbook. 

ESSENTIAL FUNCTIONS:

• Prepares and mails tax warrants.  Assists with the collection of delinquent taxes, provides tax warrant information to the public and other agencies, and Workforce Development warrants.
• Prepares paperwork for Sheriff sales, including sales dates for foreclosures, updating records, and keeping online sales up to date.
• Prepares paperwork for foreclosure sales and cancellations.
• Enters schedule of Sheriff’s sales into the Sheriff’s website and into the database spread sheet.
• Collects payments for Sheriff’s fees and distributes funds to the correct parties in accordance with state statues.
• Assist in filling out court slips for Bailiff’s to ensure the correct inmate is taken to court hearings.
• Directing attorneys, court reporters, and families for court hearings and changes.
• Communicating with Court Officers, to ensure they are where needed.
• Ability to contact all Civil Division officers to notify of changes and/or emergencies.
• Answers multiple telephones, determines nature of calls, provides requested information/assist general public via telephone, or routes call to the appropriate individual or agency.
• Performs some dispatch duties including, but not limited to communicating on the two-way radio, running subjects through JTAC for protective orders and providing various information to police officers on scene. Input service into JTAC.
• Records Sheriff’s returns on all court papers and ensures delivery of returns to the clerk’s office, out of state service and out of county service.
• Entering subpoenas daily.
• Date stamping all incoming documents and tracking for service
• Tracking and Tallying, daily, weekly, and yearly on paper service, protective orders service, and officer paper service count.
• Processes all incoming and outgoing mail for the Civil Division.
• Daily Postal mail for Allen County, weekly for mailing to clerks out of Allen County.
• Utilizes local, state, and federal government and law enforcement databases to obtain information.
• Schedules evictions and writ service.
• Enters and prepares payroll for Command review and signature.
• Completes end of the month reports pertaining to taxes collected, Sheriff’s sales, paper service, evictions, court security, statistics, jury trial number’s, prisoner’s handled number’s
• Cutting checks as needed.
• Collection of taxes and tax warrants, including receiving monies for the general public.
• Cutting checks weekly to the Indiana Department of Revenue for taxes collected.
• Tracking all tax payments and emailing Indiana Department of Revenue weekly.
• Prepares receipts and makes daily deposits of money collected. 
• Posts Tax Warrant, ACH, and any other payments daily.
• Voucher processing from Auditor’s office.

ESSENTIAL FUNCTIONS (Continued):

• Serves as a notary.
• Assists Warrants Division and Sheriff’s Administrative office as needed.
• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• High School Diploma or GED with one years of office, customer service, or related experience
• Ability to use various office equipment including, but not limited to, multi-line phone, printer, fax, scanner, and copier
• Ability to learn new software.
• Must be able to type up to 35 wpm
• Knowledge of the Criminal Justice System preferred
• Strong organizational skills and the ability to prioritize tasks and change workflow based on department needs
•  Maintain accurate files.
• Ability to interact with individuals from diverse backgrounds, i.e: ethnic origin, race, gender, class, ect.
• Ability to attain a Public Notary Certification upon hire
• Must be able to pass a background check
• Strong written and verbal communication skills to communicate time sensitive information to officers, other government agencies, and the public
• Ability to maintain strict confidentiality
• Strong computer skills with the ability to use Microsoft Office and other job related software
• Attention to detail and the ability to work in a fast paced environment with the ability to multi-task

DIFFICULTY OF WORK:

The Civil Clerk performs work that consists of repetitive tasks when performing dispatch duties. The Civil Clerk applies rules and regulations when entering protective orders into and removing them from local, state, and national databases. The Civil Clerk performs work that is standardized and moderately complex while preparing foreclosure work and/or collection of taxes and tax warrants.

RESPONSIBILITY:

The Civil Clerk is responsible for processing tax warrants, mortgage foreclosures, protective orders, and any other court documents. The work involves standardized practices, procedures or general instructions, requiring some analysis and judgment; or selection of applicable methods and procedures.

PERSONAL WORK RELATIONSHIPS:

The Civil Clerk maintains frequent contact with other county employees, other government agencies, and the general public when preparing paperwork to schedule Sheriff’s sales, evictions and civil process. Explanation and interpretation is required when assisting the general public.

WORKING CONDITIONS:

The Civil Clerk works in a standard office environment with frequent sitting and the ability to move around freely. Some lifting of up to twenty pounds, bending, reaching over head, kneeling, and exposure to noise are to be expected. Frequent mental/visual effort, typing, attention to detail, monitoring equipment, detailed inspection, and transcription/proofreading are required.

SUPERVISION:

None

LICENSING:

Ability to obtain an Indiana Public Notary certification. 

IMMEDIATE SUPERVISOR:

Lieutenant of the Civil Division

HOURS:

8:00 am – 4:30 pm; 37.5 hours/week; overtime as needed

EEO CATEGORY:

0406

WORKERS’S COMP CODE:

8810

If hired, you must provide proof of educational attainment at New Hire Processing or during the interview process.