Deputy Clerk Supervisor

Salary: $29.35 Hourly
Location : Janesville, WI
Job Type: Full Time
Job Number: RC-0804458
Department: Clerk of Court
Opening Date: 01/17/2024
Closing Date: 2/2/2024 5:00 PM Central
Position Summary and Job Duties
Deputized by the Clerk of Circuit Court to perform/discharge duties in accordance with Wisconsin State Statute §59.40. In the absence of the Clerk of Circuit Court and Chief Deputy, may assume the responsibility of the office. Under general supervision, executes a wide variety of complex legal clerical tasks in an efficient, professional and courteous manner. Work involves responsibility for coordinating a variety of duties related to the Clerk of Circuit Court Office including supervision of staff performing complex legal clerical, financial and clerical operations.
35% - Supervision of staff performing a wide variety of complex legal clerical, financial and clerical tasks:

• Coordinate and train new and existing staff by implementing policy and procedures for the Clerk of Circuit Court Office.
• Recommend hiring, firing and disciplinary actions of staff.
• Audit employee work assignments and evaluate performance.
• Counsel staff on poor work performance or job adjustment.
• Evaluate staff member's relations with co-workers and the public and counsel as necessary.
• Supervise the preparation of payroll, audit and sign-off on time sheets. Manage the approval of overtime and vacation and compensatory schedules.
• Create procedures to maximize efficiency and consistency. Review and updated office manuals and procedures due to changes in the law or CCAP processes; train changes to staff.
• Plan and facilitate division meetings.

15% - Represent the court system through effective communication with the public and internal/external contacts:

• Provide general procedural information.
• Provide forms and answer general questions on form completion.
• Provide or recite state and local court rules, court procedures and applicable fees.

10% - Clerking for Judges:

• Prepares minutes and supporting documentation of court activity
• Manages and maintains court exhibits

35% - Record management §59.40(2):

• File and keep all papers properly deposited in every action or proceeding.
• Maintain and keep a court record history in every action or proceeding.
• Prepare and keep a minute record of all proceedings.
• Maintain and keep a judgment and lien docket.
• Keep an index to the court record.
• File, enter, record and keep documents, books and records as required by law.
• Keep a record of all payments ordered by the court to be paid to the Clerk of Circuit Court Office.

5% - Other Duties as assigned.
Success Factors (KSA's)

• Considerable knowledge of the principles and practices of staff supervision.
• Considerable knowledge of court practices, terminology and procedures.
• Considerable knowledge of the purpose, function and scope of the circuit court.
• Working knowledge of the statutory powers and limitations of the circuit court.
• Provide exceptional customer service; exhibit advanced interpersonal skill set.
• Ability to supervisor the work of others.
• Ability to establish and maintain effective and professional, public and working relationships.
• Ability to assist in planning and implementation of new procedures and to assist in the training of staff with regard to new procedures.
• Ability to embrace and adapt to changing responsibilities and assignments.
• Aptitude for writing mechanics and grammar; detail-oriented with quality standards.
• Ability to comprehend and comply with oral and written directives.
• Self-managing; ability to effectively direct own activities toward the timely achievement of office objectives.
• Proficient computer software knowledge and expertise of modern office methods and practices.

Job Requirements, Education, Training & Experience

• Associate degree - legal administrative professional / administrative professional, or an equivalent combination of training and experience.
• (1) or more years of experience as a Deputy Clerk.
• Extensive experience of the CCAP software system.
• (1) or more years of supervisory experience or training preferred.
• Equivalent combination of training and experience.

Essential Job Functions (physical elements, equipment and working conditions)
Physical Element

• Ability to stand for extended periods of time at service counter.
• Ability to sit for extended periods of time during court proceedings.
• Ability to reach, bend and file.
• May be required to lift up to 25 lbs.

Equipment Use

• Ability to use modern office equipment.

Working Conditions

• Court house setting. Large number of staff and background noise / distractions (cubical environment).

Rock County Employee
Facts and Benefits Highlights

• Rock County historic and cultural attractions:Rock County is in south Central Wisconsin along the Illinois border. The County has a population of 161,188 making it the ninth largest County in Wisconsin. Janesville, Wisconsin (pop. 64,009) is the county seat. Janesville is located on the I39/90 corridor, forty miles south of Madison, seventy-six miles west of Milwaukee and about two hours from Chicago.

Rock County's many historic and cultural attractions include the City of Evansville historic district, Beloit College (an acclaimed liberal arts institution located in the City of Beloit) and the City of Janesville's Rotary Botanical Gardens and Tallman House (an exceptional example of Italian villa style architecture from the mid 1850's).
The Cities of Janesville and Beloit have a combined symphony orchestra, as well as individual performing arts centers. The Rock County Fair and Riverfest are regional cultural celebrations held every summer in the Cities of Janesville and Beloit respectively. These Cities both have extensive park and open space networks, including portions of the Ice Age National Scenic Trail, a Statewide trail commemorating the State's geologic history. Additionally, the Rock River runs through these Cities, offering many recreational opportunities.

• Salary:

Employees are paid every two weeks on Friday (26 checks in a year). Paychecks are directly deposited in the employee's bank account. There is a two-week delay between the pay period worked and the payday. New employees generally wait four weeks before they receive their first check, which is a live paper check. Direct deposit is a requirement of employment.

• Holidays (Ordinance 18.501):

The following holidays are observed by the County and shall be granted to regular employees with pay and to temporary employees without pay, unless such employees are required to be on scheduled work:
(a) New Year's Day
(b) Martin Luther King Jr. Day
(c) Spring Holiday to be observed the Friday immediately preceding Easter
(d) Memorial Day
(f) July 4th
(g) Labor Day
(h) Thanksgiving Day
(i) Friday following Thanksgiving
(j) Day before Christmas
(k) Christmas Day
(l) One Floating Holiday
(m) Any additional holiday granted by the County Board.
(n) The County Administrator may designate additional holidays in unusual circumstances with the approval of the County Board Chair and/or Vice Chair.
For employees working the standard work schedule, when a holiday falls on Saturday, it shall be observed on the preceding Friday. When a holiday falls on a Sunday, the following Monday shall be observed.
For employees not working the standard work schedule see the HR Policies and Procedures.

• Vacation (Policy & Procedure Manual 5.47):

Employees (.4 FTE or greater) hired on or after April 10, 2023, shall earn vacation according to the following schedule:

• Health Insurance including our Wellness component:

Rock County offers a dual choice point of service plan. Employees will have a choice to elect coverage with either Dean Health Care or Mercy Health Care. Employees can enroll within the first 30 days of employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. The County will pay 90% of the premium for health insurance and the Employee may earn the remaining 10% of the premium, based on the terms of participation of the Healthy Employee Incentive Program.

• Sick Leave (Policy 5.39):

Sick leave pay shall commence on the first day of any period of illness due to accident, injury, or disease.
All full-time employees shall earn one sick leave day per month of continuous employment. All part-time employees whose regular workweek is sixteen hours or more shall earn one sick leave day on a prorated basis directly in relation to the normal full time employment period. All part-time employees, who work less than sixteen hours per week, shall not earn sick leave. Temporary and seasonal employees are not eligible for sick leave. Sick leave shall accrue to a maximum of one hundred thirty days.

• Dental Plan:

The County offers a dental plan through Delta Dental and will pay 60% of the applicable
premium for the lowest cost plan. Employees can enroll within the first 30 days of
employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Vision Plan:

The County offers a vision plan which employees can enroll in at their own cost. Employees
can enroll within the first 30 days of employment, after that there is an annual open enrollment
period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made.
Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Life Insurance:

The County provides term life insurance through the State of Wisconsin Plan. Employees can purchase insurance in increments based on their salary, up to five times their salary. The County will contribute 20% of the cost for the first increment only - one times the employee's salary. Employees can also purchase coverage for their spouse and/or children.
*Eligibility for this benefit is tied to whether the employee is eligible for retirement benefits. (You must be expected to work for at least 12 months and 1200 hours, or have previously qualified for the WRS)

• Voluntary Benefits:

The County offers voluntary benefits which employees can enroll in at their own cost. Employees
can enroll within the first 30 days of employment, after that there is an annual open enrollment
period in the fall. Voluntary benefits may include: Disability, Hospital indemnity, Supplemental Life, Critical Illness, and Accident Insurance. Employees are responsible for 100% of the premiums for any voluntary benefits elected. Deductions are taken post tax. Please visit the Human Resources intranet page for more information.

• Deferred Compensation:

Employees can participate in one of the identified deferred compensation plans (Nationwide, Wisconsin Deferred Comp, and Security Benefits) at their own cost.

• Flexible Spending Account (Medical and Dependent Care):

Employees can elect to put an annually IRS established amount into a flexible spending account through (EBC) to pay for their own non-reimbursed medical care expenses. Employees can also put in up to $5,000 for dependent care accounts.
If you leave County employment, you have ninety (90) days to submit expenses incurred prior to your last day.

• Retirement:

Rock County participates in the Wisconsin Retirement System (WRS). Eligible employees are required to participate. What an employee receives at retirement is dependent upon several factors - age, length of service, salary.
Rock County and the employee make equal contributions to the Wisconsin Retirement System on behalf of the employer. The contribution rate is addressed in the employment letter.
Employees in protective status have the percentage contributions defined in their respective collective bargaining units.
Employees who have questions about their retirement benefits should contact WRS.

• Bereavement Leave (Policy 5.04):

In the event of a death an employee may be excused from work without loss of pay for up to a maximum of thirty-two (32) hours annually for the purpose of attending a person's wake, visitation, memorial service, funeral, or make necessary arrangements regarding the person's death, within a reasonable time after the occurrence. Reasonable time after the occurrence is defined as within six (6) months from the date of death.
No more than (32) hours can be used for the same decedent.
If additional time is required beyond the thirty-two (32) hours annually, an employee may request to use accumulated vacation, holiday, or comp-time. Sick leave can be used for a parent, spouse, or child only.
Bereavement leave cannot be accrued from one year to the next.
Bereavement leave can be used in increments of quarter hours.
A second or third shift employee may be excused from work the scheduled shift before or after the event, provided the shift begins or ends on the same calendar date of the event....