Initially taking office as St. Joseph County Clerk in January 2023, Amy Rolfes has worked hard to improve the operational efficiency of her office and staff, and she is now working towards educating the public on the duties and services her office provides.
“The county clerk has two main jobs,” explained Rolfes during an interview with Redress South Bend. “Technically, a clerk is the record keeper of the court system. Anything that happens in the court system is recorded by the clerks.” This includes managing records for cases such as divorces, traffic tickets, and marriage licenses.
“Anything that goes through the court passes over a clerk’s desk,”
Rolfes oversees a team of about 55 employees, most of whom are dedicated to managing these court-related duties.
The second major responsibility of the clerk’s office is running elections and voter registration. This includes everything from maintaining technology and security to organizing absentee voting. Rolfes has brought a keen focus to election integrity since taking office.
During her two years, Rolfes personally sought out and secured $175,000 in grants to enhance election security in St. Joseph County. Rolfes used grant money to install surveillance cameras, motion detectors, key card access, and upgrade other technology.
“The audit of the 2024 election showed a 99% confidence level,
the highest rating attainable without a full recount.”
Read more about the successful election audit here.
Transparent Case Assignments Through Technology
For those unfamiliar with the inner workings of the court system, judicial assignments are another area where members of the public often wrongly blame the County Clerk when they receive what they believe to be a “biased judge selection.” Redress South Bend addressed this misunderstanding with Rolfes directly.
“It is randomly assigned by the software program,
which is called Odyssey.”
Also, in the event a judge recuses themselves from a case, Rolfes turns to a secondary system mandated by Trial Rule 79 and Local Rule 71 to randomly select the next judge.
“It’s completely random.
I literally have index cards with the judges’ names on them,
and I just go in order.”
This level of intentional randomness ensures equity in case assignments while removing any potential bias.
Improvements in Structure and Efficiency
Rolfes has also worked to enhance operational efficiency within the clerk’s office.
“There’s so much more clarity now
in the organizational structure.”
When she took office, titles such as “supervisors” were used inconsistently, and job roles were unclear.
“Today, every employee has a defined role,
a clear job description,
and annual performance reviews…
I brought a lot of business best practices
to the clerk’s office.”
Professionalism has also been a focus, from implementing dress codes to creating standard operating procedures for all clerks.
“Every clerk has their own SOPs
and we review them every year.”
This measure aims to provide consistency and accuracy in operations.
A Collaborative Approach to Leadership
Rolfes’ collaborative leadership style has fostered strong relationships with other county departments.
“I think we are providing an excellent public service.
One thing about the county clerk’s office,
I have collaborated with three other departments
in the county.
I collaborated and I shared my funds with archives
so that they could get additional equipment.
I also work with the prosecutor’s office
in two different capacities of providing them funding,
and I have also worked with our probate department.
So three separate departments within county government
that I have looked at my budget and I have figured out
ways to support them in their needs.
And I think that’s really important that I am a team player.
I am a team player for the whole county…
I’m very proud of that.”
One of Rolfes’ proudest achievements has been creating a more equal work environment.
“All clerks are treated the same
as they should be.”
Policies such as tracking time off and cross-training employees to cover multiple roles have ensured accountability and adaptability within her office.
Balancing Leadership With Personal Life
Behind her professional achievements, Rolfes’ personal life keeps her grounded. A proud mother of five grown children and grandmother to seven, Rolfes spends her free time with her family.
“Whenever I’ve got a free weekend,
that’s what I do.”
Moving forward, Rolfes remains committed to building on the foundation she has built. Whether it’s providing transparency in court operations or ensuring secure and fair elections, her efforts are reshaping the perception and performance of the clerk’s office in St. Joseph County.
For residents interested in learning more or accessing services, visit the Clerk’s Office website.
Logan Foster
Logan Foster is the founder and editor of Redress South Bend, an independent news outlet covering local government, courts, and public institutions in South Bend and St. Joseph County, Indiana. He reports from primary documents: public records requests, court filings, state audit reports, and campaign finance disclosures. His reporting has examined city and school district payments made without competitive bidding, school board spending, and the records of candidates in county races. Redress South Bend obtained the South Bend Police Department's ShotSpotter coverage map after the department initially denied public access. The outlet is a member of the Society of Professional Journalists and the Online News Association. Reach him at info@redresssouthbend.com
