Probate Clerk - ME

The Dane County Clerk of Courts has a full‑time (1.0 FTE) vacancy for a Mental Commitment Probate Clerk in the Probate Office at 215 S Hamilton Street, Madison, WI. The position works a consistent daily schedule (8:15 AM – 5:00 PM or 8:30 AM – 5:15 PM) and may require short‑notice overtime for late‑day hearings.

Commitment to Equity & Inclusion

We strive to provide a work environment where diversity, differing opinions, creativity, continuous learning, teamwork, and open communication are valued. All employees must demonstrate multicultural competence. Applicants from traditionally underrepresented populations—including women, racial and ethnic minorities, and persons with disabilities—are especially encouraged to apply.

Responsibilities

• Deliver front‑line customer service and administrative support at the Probate Court counter and by phone.
• Process complex case filings for mental commitment, probate, guardianship, adoptions, wills, and WATTS reviews: open, update, track, and close cases.
• Review and accept legal documents for filing, ensuring accuracy and compliance with administrative requirements.
• Process and distribute urgent legal orders under tight deadlines, including Orders to Show Cause, status conferences, and hearing notices.
• Maintain highly confidential record‑keeping and data‑management duties in accordance with court policies.
• Manage master calendars, schedule appointments for court commissioners, judges, and hearings (probate, guardianship, mental commitment, WATTS review).
• Perform precise computer data entry, document scanning, and receipt of funds for case filings and copy requests.
• Serve as primary point of contact for daily coordination with mental‑health facilities, hospitals, public defenders, and corporation counsel offices.
• Oversee the full lifecycle of commitment cases, ensuring accurate docketing and compliance with statutory time frames.
• Process recoupment forms for out‑of‑county persons and act as backup for other probate clerks.
• Assist with guardianship hearings, record minutes, process subsequent judicial orders, and mail annual reports to guardians.
• Attend and clerk WATTS Review hearings, create annual reports, and process GAL appointment orders.

Requirements

• High school graduation (or equivalent).
• Five (5) years of increasingly responsible administrative experience in a court system, law office, or related environment, with substantial responsibility for processing legal papers.
• Ability to pass a criminal background check (including fingerprinting) as required.
• For bilingual positions: proficiency in English and the required foreign language (e.g., Spanish, Arabic, Hmong) demonstrated through oral and possibly written assessments.

Knowledge, Skills, and Abilities

• Knowledge of court practices, procedures, legal documents, terminology, and modern office techniques.
• Ability to maintain accurate legal records and master court record‑keeping requirements.
• Interpretation and application of policies, regulations, and procedures.
• Strong multitasking ability and independent judgment while maintaining confidentiality.
• Proficiency with standard office equipment (computer, copier, fax, scanner, multi‑line phone) and high keying speed/accuracy.
• Excellent oral and written communication, spelling, and grammar.
• Effective relationship‑building with co‑workers and the public.
• Capability to handle a large volume of cases and manage receipt/disbursement of significant sums of money.
• Experience or knowledge of mental commitment, probate, and/or guardianship cases.

Physical & Environmental Work Requirements

• Professional office environment with prolonged computer and phone use.
• Ability to lift/move materials up to 25 lb (with/without assistance).
• Manual dexterity for fine and gross motor tasks.
• Ability to speak and be heard, and to see and hear within normal ranges (with or without corrective devices).

Schedule

• Regular hours: 8:15 AM – 5:00 PM or 8:30 AM – 5:15 PM, Monday – Friday.
• May require unplanned overtime on short notice to process time‑sensitive hearing orders.

Benefits

• Fully paid dental and HMO health‑insurance premiums for full‑time employees (prorated for part‑time).
• County contributions toward POS health‑insurance premiums and short/long‑term disability.
• Optional long‑term care, vision coverage, flexible spending accounts, and deferred‑compensation programs (employee‑paid).
• Wellness program.
• 12 weeks of paid parental leave for birth or adoption.
• 80 hours of paid caregiver leave for an ill family member.
• Telecommuting options when suitable for the employee and the job.
• Student loan forgiveness eligibility for government/not‑for‑profit employees.

Pay

• Base salary as advertised (specific amount not listed).
• Bilingual premium: additional $2.00 per hour for bilingual‑designated positions.
• Undesirable‑hours premium: additional $2.00 per hour for work performed between 6:00 PM – 6:00 AM and on Saturdays/Sundays (where applicable).