Deputy Clerk of Courts

About the role

This position acts as a lead worker to the departments Administrative Clerks. It involves researching and interpreting Wisconsin State Statutes relevant to the assigned division, creating and maintaining court files, and ensuring the quality and accuracy of court records.

Responsibilities

• Comprehend all Wisconsin statutes that pertain to assigned division, along with others that pertain to the office/courts.
• Ensure the quality and accuracy of the court files by having specific knowledge of federal, state, and local statutes and rules.
• Access, enter, and retrieve data ensuring accuracy and validity of information on specialized Circuit Court Automation Project (CCAP).
• Determine the correct case type and required filing fee for all new case filings.
• Open new cases and assign to proper Court Official.
• Determine if the file needs to be routed to a Court Official for immediate review or if a future review date is needed.
• Accurately enter the final disposition for all case types including financial assessments, criminal sentences, civil judgments or other conditions that may apply.
• Ensure court records are available for the judges and provide the proper records to the Court upon request.
• Identify and locate relevant case information, organize case files ensuring information is organized and easily accessible for the judge.
• Review paperwork submitted for filing to ensure completeness and accuracy.
• Process both paper documents and electronic documents, doing routine tasks such as data entry, organization, cross-referencing, scanning, copying, and retrieval.
• Maintain all files to include exhibits, applying proper security classifications to each case type.
• Determine proper routing of all documents through e-filing.
• Develop and maintain a high level of trust with the judges/commissioners, ensuring the smooth and adequate flow of information between the Judge and other Clerk of Courts staff.
• Administer oath to interpreters, witnesses, jurors, and bailiffs.
• Mark and maintain exhibits.
• Provide accurate calendar management including scheduling of court hearings, trials, conferences, legal appointments, and provide all necessary information for scheduling conferences.
• Generate notices of hearings for upcoming hearings.
• Handle multi-trial schedules, speedy demands for defendants incarcerated, and prioritize the schedules for the judges/commissioners.
• Prepare the daily court calendar.
• Maintain an orderly workflow according to priorities.
• Customer service responsibilities to include, but are not limited to: responding to customer inquiries both in person and on the phone regarding court processes and managing court records.
• Interact with the public, in a tactful and courteous manner while providing quality customer service.
• Establish and maintain effective, professional, positive, and respectful working relationships and communicate internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.
• Cross train on procedures used in other areas/divisions and serve as back up as assigned.

Requirements

Education and/or Experience: High School plus two additional years of formal preparation and two to three years of relevant experience; or some formal preparation with a minimum of four years of directly related legal experience.

Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Proven experience in legal terminology.

Interactions & Communication: Provides specialized information and/or recommendations to others regarding an area of expertise.

Qualifications

• 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.
• 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.
• The employee must occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Benefits

H - Non-Represented Hourly Employees

BARGAINING UNIT: Non-Represented Hourly Employees

Hired on or after January 1, 2012

DATE: January 1, 2019

EMPLOYMENT STATUS: All employees of Walworth County are at-will employees.

BASIS OF PAYMENT: You are paid for actual hours worked plus pay for any accrued benefit time for which you are eligible. You are eligible for overtime or compensatory time in accordance with provisions of the Fair Labor Standards Act.

SCHEDULED TIME OFF: Accrued based on straight-time hours paid each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor. As a full-time employee you earn scheduled time off (pro-rated for part-time) equivalent to the following: 10 days per year after 1 year of Walworth County Service 15 days per year after 5 years of Walworth County Service 20 days per year after 15 years of Walworth County Service

PERSONAL TIME OFF: Employees will receive 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, an employee may request to move remaining personal time off hours to the extended sick leave bank. If no request is made, any remaining hours shall be paid out on the employee's last pay date of the calendar year.

EXTENDED SICK LEAVE BANK: Used for time off of work for more serious health conditions that require three or more consecutive days off or when on an approved leave of absence.

HOLIDAYS: Ten paid holidays each year. As a part-time employee, you receive pro-rated holiday pay based on your positions budgeted FTE.

INSURANCE: Employees hired into a .75 FTE or higher position are eligible for Health, Dental, Life, Vision, Short-Term Disability and Long-Term Disability insurance benefits on the first of the month following 30 days of service provided you complete the required enrollment forms.