Pertinent Information:

Civil Service Status: Unclassified

FLSA Status: Non-Exempt (Hourly Based)

Department: 065- Probate & Juvenile Court

Appointment Status: Full Time

Deadline to apply: March 31, 2026, by 12:00pm

Schedule:

• The payroll work week runs Thursday through the following Wednesday
• General business hours are 8:00 AM to 5:00 PM.
• Scheduled hours may vary as job duties and/or organizational needs require.

Base Salary:

• $ 18.00 per hour
• Current Employees moving from one base salary to another will have their current salary adjusted by the difference between the two bases.
• This position is paid bi-weekly every other Wednesday.

Supervision of Staff: None

Table of Organization:

• Direct Supervisor: Sr. Deputy Clerk
• Up-line Supervisor: Chief Deputy Clerk
• Department Head: Chief Deputy Clerk

DISTINGUISHING JOB CHARACTERISTICS:

Under administrative direction, performs a variety of routine, detailed, specialized, and technical duties in support of the operations of the Allen County Common Pleas Court, Probate and Juvenile Divisions. Deputy Clerks are responsible for maintaining the Court’s official record. In addition, Deputy Clerk’s file-stamp, process, and enter all pleadings, entries, and orders into the Court’s Case Management System.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Processes new Probate Court cases, including file-stamping and assigning case numbers.
• Enters all case information, pleadings, dispositions, and court orders into the Case Management System with accuracy.
• Receives, files, journals, and dockets, court documents and related filings.
• Prepares court documents such as summonses, notices, subpoenas, writs, and warrants, and processes their returns.
• Assists the public, attorneys, and researchers with records requests and general court procedure questions.
• Manages courtroom schedules, assigns hearing dates, and prepares files for court proceedings.
• Maintains filing systems by searching, retrieving, organizing, and scanning documents.
• Prepares correspondence, proofreads documents, and compiles statistical reports for the Ohio Supreme Court.
• Handles court costs, including calculating fees, collecting payments, issuing receipts, and preparing deposits.
• Provides general administrative support, including answering phones and making copies.

OTHER DUTIES AND RESPONSIBILITIES:

• This job description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filing this position, who will be required to follow instructions and perform any duties required by the employee’s supervisor or designee.
• File case binders away in numerical order
• Run errands to courthouse and other locations as needed
• Attends any required training either on site or off site.

SCOPE OF SUPERVISION:

• None

EQUIPMENT OPERATED:

• File stamper; Computer; Printer; Copier; Scanner; Facsimile Machine; Telephone; Typewriter; Calculator and various other equipment typical to the office and courthouse environment.
• Required to work entirely in the Court’s Case Management Software throughout workday.

CONTACT WITH OTHERS:

• Judge, other elected officials and their staff, community partners, network agencies, attorneys, court personnel, law enforcement officials, medical personnel, school officials, visitors, service providers, vendors inspectors, detention residents, Supreme Court of Ohio Justices and personnel, and members of the general public.

CONFIDENTIAL DATA:

• All information, files, images, communications, documents, electronic data, etc. is to be considered confidential in nature unless otherwise indicated. Release of any information must be in accordance with policy or under direction from the Judge, Court Administrator, or Department Head.
• All employees of the Allen County Common Pleas Court are required to sign a confidentiality agreement.

WORKING CONDITIONS:

• Probate Court: Good office and courtroom working conditions.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of: The Court’s responsibilities, functions, organizational structure, and purpose; policies and procedures as outlined in the Court’s Policies and Procedures Handbook; office practices and procedures; public relations; word processing; dictation; proper English, grammar, spelling, punctuation, and composition; case-flow and case management procedures; Computer operation and data input.

Ability to: communicate effectively; follow both verbal and written instructions; organize work effectively; multitask; exercise sound judgment in dealing with various administrative tasks; develop

and maintain effective working relationships with associates, supervisors and the general public; maintain detailed records; proofread technical materials; identify errors and make necessary corrections; gather, collate, and classify information about data, people, cases, and or things; deal with problems involving a few variables within a familiar context; post financial data accurately; record, research, and compile information from various sources; organize documents according to alphabetical, numerical and subject order; consistently maintain exceptional work attendance and punctuality; successfully operate basic office hardware and software; maintain workspace and work product in an organized manner; frequently ascend and descend stairs and ladders; frequently carry and transport heavy files, boxes, and miscellaneous items; Operate a motor vehicle safely.

Skill in: Appropriately interacting with members of public whether plaintiff, defendant, witness, attorney, elected official, community partner, or private citizen; handling stressful and sensitive situations; transcription; production typing.

QUALIFICATIONS:

An appropriate combination of education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills and abilities. An example of an acceptable qualification is: completion of secondary education through attainment of high school diploma, GED or equivalent and experience which indicates a knowledge of secretarial sciences, clerical and departmental policy and procedure, demonstrates mastery and competence of all duties required.

Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.

LICENSURE OR CERTIFICATION REQUIREMENTS:

• Valid Ohio Driver’s License

To Apply: Please submit updated resume to trent.wise@jfs.ohio.gov with “ACC Deputy Clerk” in the subject line