Deputy Clerk / Deputy Register in Probate

Application Deadline: 2026-08-20

About the role

This position consists of legal support work for the Circuit Court system by providing services to the courts, general public, and attorneys. The role primarily involves interacting with the public at the counter to respond to questions and requests for information. Additional duties include preparing cases, drafting and processing legal documents, maintaining court calendars, and managing court records in paper or electronic formats. The position ensures courteous, professional, and efficient customer service under the supervision of the Clerk of Court or Chief Deputy.

Responsibilities

• Assist the public, attorneys, and agencies with information, resources, procedures, and local court rules for completing forms and filings.
• Handle daily customer inquiries and requests in compliance with statutes.
• Manage daily case files, including creating and maintaining computer records.
• Schedule and reschedule hearings as directed by court officials.
• Monitor case deadlines, supervise file management, and maintain confidentiality of case files.
• File court documents in both paper and electronic formats.
• Prepare and explain bonds and conduct small claim initial appearances at the counter.
• Administer oaths as required by statute.
• Enter judgments, orders, liens, warrants, writs, and bond payments.
• Review and accept incoming documents and new case filings for compliance with department and statutory processes.
• File and/or scan court pleadings (paper and e-Filing) to create, maintain, close, and retain court records, including exhibits, pursuant to Supreme Court Rule 72.
• Draft letters, court orders, and legal documents, including temporary restraining orders, injunctions, orders to seal records, name changes, warrants, and judgments of conviction.
• Perform records management to ensure statutory timelines are met for all cases.
• Provide, certify, and notarize copies of documents as needed.
• Process invoices and receipt payments for fines, fees, and forfeitures using court-approved financial software.
• Accept new cases for filing, file correspondence and legal pleadings consistent with retention policies.
• Answer and screen incoming calls and visitors; provide information or direct to appropriate staff.
• Adhere to statutory time frames for processing case closing documents, orders, judgments, and appeals.
• Perform Jury back-up duties as required.
• Assist the Register in Probate with the effective administration of the probate process and maintenance of accurate records in accordance with legal requirements.
• Perform administrative functions and assist with judicial duties of the probate court.
• Provide information and assistance to the public regarding probate procedures and requirements.
• Act as a court official (Probate Registrar) to administer informal probate and ensure statutory compliance.
• In the absence of the Register in Probate, perform duties authorized by Wisconsin Statutes and Supreme Court Rules in probates, guardianships, civil commitments, adoptions, trusts, conservatorships, and juvenile cases (Chapters 48 and 938).
• Act as a Probate Court Commissioner to represent the Court and take testimony in uncontested formal probate matters.
• Perform case management for guardianships, civil commitments, adoptions, and termination of parental rights, ensuring compliance with statutes.
• Clerk hearings, prepare minutes, collect and mark exhibits, and schedule proceedings.
• Ensure fiduciary responsibility of parties and monitor court-ordered financial obligations.
• Review and receipt statutory fees due on case files.
• Create and maintain case and financial management computer records.
• Read, interpret, and apply state statutes to make decisions on case management issues.
• Perform duties authorized under Wisconsin Statutes 851.72, 851.73, 865.065, and 48.04.
• Draft orders, prepare court records for the Court of Appeals, and administer oaths as required by statute.
• Coordinate the use of video conferencing equipment.
• Assist in preparing documents for state reports, including Bureau of Vital Statistics, Adoption Records Search Program, State Public Defender, and Prohibited Possession of Firearm Report.

Requirements

• Associate’s degree in a clerical field, administrative assistant, or related field with three years of clerical work experience; OR a high school diploma/equivalent with five years of clerical/office support work experience.
• Previous customer service experience required.
• Previous work experience in a law enforcement or legal setting preferred.
• Must successfully pass a criminal background check.

Skills

• Knowledge of legal terminology, legal formats, and processes.
• Understanding of standard and legal office practices, procedures, and clerical techniques.
• Familiarity with Wisconsin Statutes, ongoing statutory changes, procedural changes, and form updates.
• Ability to take notes and minutes, and accurately prepare legal documents.
• Skill in preparing court documents accurately and timely.
• Knowledge of administrative policies and procedures of the County.
• Proficiency in current office practices, procedures, and operation of standard office equipment and software.
• Ability to establish and maintain accurate records.
• Skill in interpreting and implementing local policies, written instructions, and regulations.
• Strong organizational and time management skills to prioritize duties and handle high-volume workloads with changing priorities.
• Ability to perform detailed work accurately and independently with minimal supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Proficiency in computer software, including word processing, spreadsheet, and database applications.
• Ability to perform mathematical calculations required for the position.
• Ability to understand and carry out verbal and written instructions effectively.
• Sound judgment and discretion in resolving problems and interpreting policies.
• Strong communication skills, both oral and written, for conveying detailed and sensitive information.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain effective working relationships within and outside the organization.
• Ability to maintain confidentiality and discretion regarding business-related files and conversations, within open records laws.
• Willingness to work allocated hours and respond after hours as needed.

Physical and Work Environment

The physical and work environment characteristics described are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Occasional exertion of up to 25 pounds of force.
• Regularly requires sitting, frequently requires standing, speaking, hearing, and using hands to finger, handle, or feel.
• Occasionally requires walking, stooping, kneeling, crouching, crawling, and reaching with hands and arms.
• Standard vision requirements for the role.
• Vocal communication required for expressing or exchanging ideas by spoken word.
• Hearing required to perceive information at normal spoken word levels.
• Requires preparing and analyzing written or computer data and observing general surroundings and activities.
• May require dealing with hostile, aggressive, abusive, or violent individuals, posing threatening conditions.
• Work is generally in a moderately noisy office setting (e.g., business office, light traffic).