Deputy Clerk Of Courts

POSITION SUMMARY 

This position consists of legal support work for the Circuit Court system by providing services to the Courts, general public, and attorneys.  This includes preparing cases, drafting and processing documents, maintaining court calendars, participating in Court proceedings, and accurately updating, maintaining,  and retaining Court records; and providing courteous, professional, and efficient customer service.

ESSENTIAL FUNCTIONS 

1. Assists the public, attorneys and other agencies with information, completing forms, filings, and Court rules.
2. Assists with daily case management of Court files, including creating and maintaining computer records, and complying with the statutes under the supervision of the Clerk of Court.
3. Schedules and re-schedules hearings as directed by Court official; prints Court calendars; retrieves files for Court.
4. Monitors case deadlines; supervises file management and maintains case files confidentiality; files Court documents in paper and electronic formats.
5. Performs Court room duties, including marking and tracking exhibits, swearing in witnesses, locating parties relevant to hearing, preparing and reading bonds, taking minutes of Court hearings, scheduling hearings, preparing notices to parties regarding next hearing date, conducting small claims initial appearances and referring cases to mediation, as necessary.
6. Administer oaths as required by statute.
7. Enter judgments, orders, liens, warrants, writs, and bond payments, etc.
8. Dockets and reviews incoming documents and determines action by routing to appropriate party or processing according to department and statutory processes.
9. Dockets and scans all Court pleadings (paper filing and e-Filing) and daily case management of Court files. Creates and maintains related computer records.

1. Drafts letters and Court orders, prepares legal documents, including temporary restraining orders, injunctions, orders to seal records, name changes, warrants, judgments of conviction, etc.
2. Performs records management duties to ensure statutory timelines are met for all cases.
3. Provide copies and/or faxes to appropriate parties, certifies and notarizes documents.
4. Enters garnishments and non-earning garnishments.
5. Processes invoices, receipts payments for fines, fees and forfeitures using Court-approved financial software.
6. Opens new cases and creates files; files correspondence and other legal pleadings consistent with retention policy.
7. Applies payments to outstanding accounts; monitors delinquent accounts, suspends licenses for non-payment and performs sanctions for non-payment.
8. Answers and screens incoming calls and visitors; assists, provides information, or directs to appropriate staff.
9. Communicates frequently with and provides information to law enforcement and other government agencies,
10. Provides backup assistance to other Department personnel as needed. 
11. Other duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS

• Associate's degree in a paralegal, criminal justice, or closely related field with two (2) year's clerical work experience.  Equivalent combination of education and experience which provides necessary knowledge, skills, and abilities may be considered.

OTHER REQUIREMENTS

• Experience in civil legal process and direct work with the general public.
• Must successfully pass criminal background check.

• Knowledge, skill, and ability to understand and use legal terminology, legal format, and processes.
• Ability and skill to prepare Court documents in a timely and accurate manner.
• Knowledge of administrative policies and procedures of the County.
• Knowledge of standard and legal office practices, procedures, and clerical techniques.
• Knowledge of Wisconsin Statutes and ongoing statutory changes, procedural changes, and form changes.
• Skill to take notes and accurately incorporate essential details in preparing legal documents.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Knowledge of computer software including word processing, spreadsheet, and database applications consistent for this position.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely, and effectively in English in both written and verbal form.
• Skill in researching and understanding complex written materials.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to apply sound judgment and discretion in performing duties, resolving problems, and interpreting policies and regulations.
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.
• Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, within the provisions of open records laws and other applicable State and Federal statutes and regulations.
• Ability to work the allocated hours of the position and respond after hours as needed.

PHYSICAL AND WORK ENVIRONMENT

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• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work is generally in a moderately noisy office setting.
• May require dealing with persons who are hostile or aggressive, posing threatening conditions.