Deputy Clerk - Case Processing

City of Indianapolis & Marion County; Indianapolis (IN); On-site; USD 40,000 - 52,000; Full time

Job summary

City of Indianapolis is seeking a detail-oriented clerk to support case management, bond processing, and court document handling. The role requires bilingual Spanish-speaking candidates, strong customer service, and meticulous cash handling in a 24/7 environment.

Responsibilities include filing, processing emergency requests, updating court records, and coordinating with courts and agencies while maintaining confidentiality and compliance with rules.

Qualifications

• High school diploma or equivalent and two years of clerical experience.
• Excellent written and verbal communication suitable for public contact.
• Ability to manage multiple priorities with accuracy under time constraints.

Responsibilities

• Receive bond payments and process criminal case filings in the case management system.
• Process time-sensitive filings including warrants, orders, and inmate releases.
• Handle fee payments and cash transactions with daily balancing of the cash drawer.
• Update law enforcement citations and case information for reporting requirements.
• Scan, index, and maintain court documents within the electronic system.
• Coordinate with courts, law enforcement, and justice partners.
• Respond to inquiries with professional, confidential guidance.
• Prioritize and complete multiple tasks within strict deadlines.

Skills

Customer service

Attention to detail

Communication skills

Ability to work under pressure

Education

High school diploma or equivalent

Associate degree in criminal justice or related field

Job description

Available Shift: Thursday, Friday, Saturday 4a-4p

BILINGUAL SPANISH-SPEAKING CANDIDATES PREFERRED

Agency Summary

Established by the Indiana Constitution, the Marion County Clerk is the custodian of all court records, issues marriage licenses, and serves as the court’s fiscal agent and trustee of child support payments. The Election Board receives nominations and petitions for elections, as well prepares ballots, and maintains voting machines by cultivating a productive, collaborative, and compliant work environment for our workforce to meet the needs of the residents of Indianapolis and Marion County.

Job Summary

Incumbent performs a variety of specialized clerical and case-processing functions within case management and related systems. Responsibilities include receiving bond payments; processing criminal case filings, search warrants, emergency filings, and inmate release documentation; and ensuring timely and accurate entry of legal records. This position performs detail-oriented, time-sensitive work requiring strict adherence to court rules, statutory requirements, and established procedures with limited supervision. The incumbent exercises sound independent judgment, manage competing priorities, and work collaboratively to maintain efficient court operations in a department operating 24 hours per day, 7 days per week, including holidays.

Provides prompt, professional, and courteous customer service to members of the public, attorneys, justice partners, and other stakeholders in-person, by telephone, email, and written correspondence. Position requires professionalism when assisting individuals who may be unfamiliar with court procedures or experiencing acute stress, frustration, or emotional distress. Requires working knowledge of and strict adherence to laws, court rules, policies, and procedures governing legal filings, court proceedings, confidential records, public access to court information, statutory fees, and payment processing. Accuracy, confidentiality, and procedural compliance are essential.

• Receives criminal charging information and creates new criminal case filings in the case management system.
• Processes subsequent criminal filings, including appearances, motions, proposed orders, summonses, judgments, subpoenas, dispositions, stipulations, pleadings, and related legal documents.
• Processes time-sensitive and emergency filings, including juvenile and criminal probation violations, search warrant requests, and protective orders.
• Prepares and transmits inmate release documentation to jail.
• Receives and processes fee payments, including bond payments made in-person and electronically.
• Handles high-volume cash transactions, which may total tens of thousands of dollars, while maintaining accuracy and accountability.
• Balances and reconciles daily cash drawer transactions.
• Updates law enforcement citations and case information for court and BMV reporting requirements.
• Scans, indexes, and maintains court documents within the electronic case management system.
• Coordinates and communicates with courts, judicial officers, law enforcement agencies, and justice partners.
• Responds to inquiries and provides procedural information to justice partners and members of the public while maintaining confidentiality requirements.
• Prioritizes and completes multiple assignments accurately within strict deadlines and established timelines.

High school diploma or equivalent and two (2) years of clerical or administrative experience required. Must communicate effectively, verbally and in writing and demonstrate strong attention to detail and organizational skills. Requires the ability to work independently with minimal supervision while contributing effectively within a team environment. Must demonstrate professionalism, sound judgment, and strong customer service skills, including the ability to assist individuals who may be unfamiliar with court procedures and who may be experiencing stress, frustration, or emotional distress. Ability to manage multiple priorities in a fast-paced, deadline-driven environment is required.

Preferred Job Requirements and Qualifications

Associate degree or post-secondary education in criminal justice, legal studies, public administration, business administration, or a related field. Previous clerical experience in a court, legal, criminal justice, or similarly regulated environment preferred. Experience with case management systems, cash handling, or high-volume customer service environments preferred.

Essential functions are regularly performed in an office setting without exposure to adverse environmental conditions. Position requires prolonged periods of sitting, computer use, and interaction with members of the public and justice partners. Work is performed in an office environment involving frequent interruptions, competing priorities, strict deadlines, and regular communication with members of the public and partner agencies by phone, in-person, and electronic correspondence. Incumbent may interact with individuals experiencing acute stress, emotional distress, frustration, or anger and must maintain professionalism and composure in difficult situations. Department operations require work during evenings, weekends, holidays, or non-traditional hours.

Physical Conditions

1. Sitting at a desk the majority of the day
2. Some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10) pounds
3. Tasks may involve extended periods of time at keyboard or workstation
4. Tasks require the ability to perceive and hear sounds and see visual cues or signals
5. Tasks require the ability to communicate orally

Equal Employment Opportunity

The City of Indianapolis Marion County is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status. We value diversity in perspectives and experiences among colleagues and the residents of this city of whom we serve.