Processing Clerk

Hendricks County Job Description

Title/Position: Processing Clerk                               

FLSA Status: Non-exempt

Department:  Clerk                                                   

Supervisor:    Clerk                                                   

Hours Work: 8:00am to 4:00pm                                 

Monday to Friday

Purpose of Position:  Process and collect case fees, assess and collect copy fees, process marriage applications, license and fees, file mark all paperwork filed in office, assist public and other office personnel at the counter. Maintain and update paperwork in self-help area. Initiate New case filings in Protective Order registry, Guardianship registry, Odyssey File and Serve and Odyssey (for paper filings).   

Essential Duties: (include but not limited to)

• Maintain and updates paperwork in self help office.

• Process new case filings in E-Filing system.  


•  E-File system process summons (places stamp, seal and date) return all filings back to filer for service. Print documents and create file and label if required


• Enter all new paper case filings in computer, scan and label file (those that we still create) and sends to the court.


• Access and collect proper filing fee in computer system.


•  Enter credit/debit card payments through GovPay daily.


• Process Protective order paperwork scan into court case management system, enter all information from paperwork into computer system, push electronic case file into courts daily queue, label file and take Petitioner and court file to court.

•  Review all filings, make sure filings are complete


•  Maintain Protective Oder Desk Book


• Maintain Court Rotation Board for Criminal and XP cases


• Must keep updated on Local, State, Federal law changes and forms. (that pertain to duties)


• Process Marriage License, Applications and fee.


• Prepares Protective Order packets in advance.


• Prepares Marriage License packets in advance.


• Must know type of cases each Court accepts and doesn’t accept.


• Must know which Court that is doing Protective Orders, Video Court and Bond Out Court each week.


•  While reviewing all documents and/or systems ensure they are compliant with Administrative Rule 9.


• Communicate with filer any issues that may arise. (incorrect fee, non-compliant with Admin Rule 9)


• Ensure correct event code is used if not correct it if case is E-Filed.


• Notify on cases according to Trial Rules


• Must know what case type by reading Complaint or Petition.


• Must know the difference between legal advice and procedure advice.


•  Balance your cash drawer daily and maintain cash drawer key


•  Hand write receipts after drawer is balanced.


• Enter hand written receipts in computer from day before on proper case number and under proper account.


• Manage 2 computers (at desk and counter).


• Process data in 6 different computer software programs


•  Assists Judge’s, Court staff, Attorney’s, Attorneys’ secretary and general public.  


• Basic computer and math skills


• Ability to effectively and tactfully deal with other people


• Ability to maintain confidentiality


• Good organizational skills


• Ability to communicate well, both verbally and in writing


• Basic knowledge of general office practices, such as filing, record keeping, phone etiquette, etc.


• Attention to detail

• Assist others in the department as time allows.


• Performs other duties as assigned.


• Assists answering phones if needed


• Assists making copies of forms if needed


• Must be able to work in a high stress level environment

Education & Qualification Requirements:

• High school diploma or GED


• Good Customer Service skills a must

Responsibility:

Incumbent works under established guidelines and procedures.  Tasks are mainly routine, require some selection of applicable methods and procedures. Errors can cause excessive risk and cost repercussions.   Errors in work can cause significant inconvenience to the public or significant loss of time to the courts.

Working Relationships:

Working relationships are with supervisors, associates in same department, other county departments, courts and the general public for the purpose of communicating factual or procedural information.

Working Conditions & Physical Demands:

 A lot of typing. Work is performed in a standard office environment.

 Sitting and standing for a period of time is required, some lifting (boxes of files, paper, supplies, folders) and bending is required.

APPLICANT/EMPLOYEE ACKNOWLEDGEMENT:

The job description for the position of Processing Clerk describes the duties and responsibilities 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.

Is there anything that would keep you from meeting the job duties and requirements as outlined?

Yes______     No_______

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Applicant/Employee signature                                                    Date

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