Office Manager - Clerk Of Courts

To include the following. Other duties may be assigned. This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
Review, analyze and interpret statutory, judicial and administrative office rules, local court rules, administrative code, county policies and ordinances. All requirements for the administration of services; promulgates policies, procedures and guidelines to meet these requirements.
Establish and monitor productivity goals for the divisions. Meet with the Clerk of Circuit Court and Office Supervisor - Courts to review strategic plans, goals and objectives for implementation. Establish and adjust long range schedules, priorities and deadlines.
Coordinate all actions pertaining to management studies and analyses; plan, design and initiate studies, evaluate and analyze research data; prepare comprehensive reports which include methodology, research, design, findings and recommendations.
Make recommendations for technical needs for each division with the goal of resolving short term automation needs for support units.
Maintain statistical records for the courts.
Help disseminate information and encourage excellent public relations between the court, public, bar, media, state and federal agencies, and all parties involved with the court.
Establish operation guidelines for new procedures and oversee the development of user-friendly procedural manuals.
Analyze and interpret directives and requirements to ensure compliance; make recommendations.
Act as a consultant with justifications regarding personnel matters and issues such as staffing exceptions, new positions and evaluations. Plan, design and prepare communication to the staff.
Establish and administer continuing training for the staff to ensure high quality service delivery through staff development.
Work with the county's financial system to review all spending, authorize payments, generate billing, and review budget.
Work with the Clerk of Circuit Courts in Probate matters as a court official.
Participate as a member of the Treatment Courts for the county in the absence of the Clerk of Circuit Courts; work with all the grants assigned to these programs and monitor all spending.
Prepare and disburse Criminal Justice Coordinating Committee (CJCC) and Security Committee Meeting agendas quarterly.
Manage the daily questions, issues, problems and training, including the research of statutes, administrative rules, court rules and county policies for all hourly staff, including probate.
Assist the Clerk of Circuit Courts and Office Supervisor - Courts with new approaches, developing goals, objectives, policies and priorities for the office. This includes improvements in the department with services provided to the public and other agencies.
Identify and work on various projects that improve efficiencies for the court system, and perform the required follow-up.
Establish criteria and work with Purchasing on continuing and new contracts for the Courts. Assist in RFPs (Request for Proposals) as necessary.
Maintain excellent working relationships with all internal and external customers.
Assist the Clerk of Circuit Courts with planning, directing and supervising work activities for staff.
Conduct Probate hearings, act as Deputy Register in Probate, Deputy Registrar, Deputy Probate Commissioner.
Conduct job interviews and annual evaluations with Clerk of Circuit Court and Office Supervisor - Courts.
Attend County Board meetings and other meetings as required.
Assist the Clerk of Circuit Courts with budget preparation and daily monitoring of the budget to meet all court goals. This includes, but is not limited to, the Treatment Court Grant funding.
Work with Purchasing to help design and purchase all equipment for the court system.
Stay current on all federal and state laws, Supreme Court and Local Court rules, and county ordinances. Work with Corporation Counsel on any problems that may arise.
Prepare and submit any reports required by the State, including but not limited to the yearly audit report.
Demonstrate a commitment to county safety and risk management efforts.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience
Experience in related and responsible administrative, professional or technical position which has provided a thorough knowledge of court administration and operations including experience in a position with substantial management responsibility, preferably in a court environment. Bachelor's degree in Public/Business Administration, Court Administration or related field preferred. Proven experience in ability to calculate figures and amounts such as discounts, interest, proportions, percentages as well as ability to apply basic algebra and geometry concepts to calculate area, circumference, volume, and/or land measures.
Knowledge, Skills, Abilities
Highly organized team leader possessing tact, good judgment, poise, initiative and should maintain a professional appearance and demeanor at all times.
Ability to meet the public and work harmoniously with others.
Ability to communicate effectively both orally and in writing is required.
Ability to balance the demands of varying workload responsibilities and deadlines.
Certificates, Licenses, Registrations
Paralegal Certificate, desired
Interactions and Communications
Required to actively persuade and/or direct others toward the achievement of expected outcomes.
Decision Making
This position has authority to make decisions that are consistent with policies and precedents; supervision and managerial direction is available as requested. These decisions directly impact performance at the department wide level and information is provided with additional research and observations which contributes to the decision making process.

Thinking and Problem Solving
In relation to the Wisconsin State Statutes, Wisconsin Supreme Court Rules, Wisconsin Court Rules and Procedures, Local Court rules, established procedures, protocols and policies of the county, challenges and problems occurring in this position must be addressed.
Tools & Equipment Used
Telephone Calculator
Copy Machine FAX Machine
Personal Computer/Printer
WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk and hear. The employee frequently is required to stand and walk. The employee is occasionally required to use hands to finger, handle, or feel and reach with hands and arms. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and peripheral vision.Employment Type: Full-time