Court Reporter-Judicial Secretary

Allen County
Job Description

COURT REPORTER-SMALL CLAIMS DIVISION

Department: Superior Court- Small Claims FLSA Status: Non-exempt
Classification/Level: B7 Date: 12/2023

Under the direction of the Magistrate, the Court Reporter-Small Claims Division is responsible for preparing orders and maintaining records of the proceedings for Judicial Officer in the court, including transcribing dictation on general civil orders and preparing emergency and final protection orders. This position is covered under the Superior Court Employee Handbook. This is an employee-at-will position.

ESSENTIAL FUNCTIONS:

Records courtroom proceedings with electronic recording equipment and shorthand and updates chronological case summaries.
Notifies appropriate parties of court entries, rulings, and additional hearings. Ensures accurate and timely preparation of transcripts.
Marks, logs, identifies, and secures exhibits admitted into evidence. Returns or disposes of evidence as prescribed by the Indiana Supreme Court.
Responsible for assisting the Judicial Officer with maintaining court operations. Updates and coordinates the Judicial Officer’s schedule, compiles and reports statistics, prepares and processes jury instructions, and maintains and files tapes, notes, and reports.
Assists the public, answers the telephone, returns calls, greets visitors, responds to questions, receives pleadings and correspondence, and accesses court case files.
Transcribes dictation from the Judicial Officer and types orders, findings, notices, reports, letters, and other correspondence.
Responsible for completing special duties according to specialization or assigned areas of responsibility including bailiff functions, training co-workers on new computer systems, and preparing standard forms and/or case research.
Works extended and irregular hours for trials.
Prepares transcripts and related court requirements including jury deliberations, jury instructions, and protective orders.
Serves as backup and assists with client overflow for the Judicial Assistant and Receptionist.
Completes duties as requested by Judicial Officer including creating statistical analysis and reports in the Indiana State court software program.
Familiarity with electronic document production and filing techniques.
Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

High School Diploma or GED with more than a year experience in paralegal, legal secretary, clerk, courts, or related field
Ability to type 55 words per minute with speed and accuracy. Keyboarding test may be required
Ability to learn a variety of federal and state statutes, policies and rules regarding Protective Orders, Children in Need of Services (CHINS) and Superior Court Domestic Relations (DDR).
Strong written and verbal communication skills to work with court personnel and officials, law enforcement agencies, other government/social departments, and members of the general public

REQUIREMENTS (Cont.):

Ability to work under minimal supervision and accurately complete duties amidst frequent interruptions, distractions, and pressure from formal deadlines
Knowledge of Allen County legal and court systems, including legal terminology and official court policies, practices, and standard procedures
Strong organizational skills and the ability to maintain strict confidentiality
Strong computer skills with the ability to use Microsoft Office and other job related software
Ability to use standard office equipment including, but not limited to, printer, scanner, copier, fax, courtroom audio/visual presentation equipment and telephone

DIFFICULTY OF WORK:

The Court Reporter-Small Claims Division performs work with well established guidelines, but involving several variables when entering court orders, findings, notices, letters, and related correspondence into state-wide software programs.

RESPONSIBILITY:

The Court Reporter-Small Claims Division applies standardized practices when recording and preserving courtroom proceedings and log notes. Work is reviewed for adherence to instructions and soundness of judgment.

PERSONAL WORK RELATIONSHIPS:

The Court Reporter-Small Claims Division maintains frequent contact with other county employees, judges, elected officials, Department of Corrections, Indiana Judicial Center, National Center for State Courts, and other court related agencies regarding courtroom transcripts.

WORKING CONDITIONS:

The Court Reporter-Small Claims Division works in a standard courtroom setting requiring frequent sitting with the ability to move around freely with some standing and walking also involving some lifting up to twenty pounds, bending, and reaching over head. Very frequent typing including proofreading, attention to detail, and monitoring equipment exist. Some detailed inspection and exposure to infectious disease are to be expected.

SUPERVISION:
None

LICENSING:
None

IMMEDIATE SUPERVISOR:
Magistrate, Small Claims Division

HOURS:
37.5 hours/week; overtime as required

EEO CATEGORY:
0106

WORKERS’S COMP CODE:
8820