Deputy Clerk of Court

The duties of the office are governed by State Statute and Wisconsin Supreme Court Rule. Deputy Clerks are required to maintain records of all documents filed with the courts by performing a wide range of case processing duties as well as courtroom duties.  These duties require the application of procedures and the use of legal rules and codes.  These functions include complex case processing, assessing and collecting various fees, fines and forfeitures, and multi-tasking in courtroom setting.  This position works extensively with the Judges, the Judges’ Assistants, District Attorney’s Office, Child Support Agency, the Jail Division; the Sheriff and Police departments, Dispatch, Department of Corrections, Interpreters, Attorneys and Pro Se individuals to assure that the courts are prepared for daily operations. Expect to be dealing with the public in emotionally discerning ways. Regular attendance and punctuality along with being prepared to commence work at designated work locations, on the assigned or scheduled days and hours is expected. Responsible for providing truthful and accurate written and verbal communications.

Essential Functions – duties done by all case types

1. Positively and accurately assist customers without giving legal advice.  Help with filing cases, obtaining, completing and filing documents, obtaining and preparing copies, obtaining reports and official documents, certifying documents, notarizing documents, receipting payments, calculate parties’ balances and answering general questions. 
2. Multi-tasking courtroom duties include; administer oaths to plaintiffs, defendants, witnesses, bailiffs, interpreters and jurors, actively listen to court session while taking minutes of proceedings, mark and maintain the exhibits, create an exhibit list, operate and or assist in the audio-video equipment along with assist in using Elmo, court room microphones and hearing devices. Maintain communications with the circuit court and clerk of court offices regarding parties calling in other pertinent information to the case being heard in court.   
3. Follow State procedures and statutes to accept and process documents to create case files. Then review and distribute all documents into the accurate case and to the necessary individuals. 
4. Responsible for a variety of financial record keeping and processing due to court orders.  Such as accurately adding charges, assessments and judgments to files.  
5. Receipt cash, money orders, checks and credit cards, in person, via mail and over the phone for bonds, fines, fees and forfeitures. 
6. Maintain accurate electronic court records as these records are real time on WI Courts.  Reproduce official court documents for parties, attorneys, reporters and other agencies, charge and collect copy and certification fees.   
7. Schedule Interpreters.
8. Prepare and send a variety of documents/orders for court official signatures. 

 
Civil:  

1. Accept case filings and documents; and attend civil hearings. 
2. Record, docket and satisfy judgments.
3. Prepare weekly listing of judgment liens for title companies.  
4. Process Temporary Restraining Orders and Injunctions, garnishments and name changes, to include preparation of appropriate orders for Judge’s signature. 
5. Receipt payments for Sheriff’s sales and create payables for distribution of those funds.  

 
Criminal:  

1. Accept case filings and documents; and attend criminal hearings. 
2. Prepare Judgments of Conviction and close files. 
3. Perform criminal history checks for various agencies.
4. Prepare and distribute official Bonds.  
5. Review bonds with parties posting bond to secure the release of Defendant. 
6. Schedule interpreters. 
7. Prepare court docket for criminal intake.
8. Interact with Jail personnel, providing appropriate information to accurately determine sentences.
9. Set up video appearances with prisons, jails, and mental health facilities.
10. Prepare paperwork/orders for parties to have ignition interlock device installed in their vehicles. 
11. Assist Defendants in criminal cases after case is disposed. Complete sentencing paperwork.
12. Prepare warrants. 

 
Family:

1. Accept case filings and documents; and attend family and paternity hearings.
2. Monitor and calendar family files for correct waiting period then review paperwork making sure it is finished before Court hearings.
3. Help filers with necessary documents, Petition for waiver of fees, Order to show cause – Contempt of court, Notice of motion and motion, etc. 
4. Prepare Mediation Orders and forward for signature then send to Corporation Counsel for processing. 
5. Receive, get Judges approval, copy, financially assess, then forward GAL invoices for payment.   
6. Process and mail certified copies of Findings Facts Conclusion of Law and Judgment to parties.
7. Prepare Pro Se divorce certificates for the State Bureau of Vital Statistics.

 
Financials:

1. Create and maintain payment plans and wage assignments. 
2. Update interest monthly.  Prepare and send reminder notices. 
3. Prepare, monitor and handle all procedures for past due accounts: WI DOR/tax intercept and State Debt Collection (SDC).  
4. Reconcile E-Payments and electronic funds daily. 
5. Balance checking account and make bank deposits. 
6. Process and manage all adjustment transactions for all debits and credits. 
7. Backup for court. Month end procedures. 
8. Issues and cancels warrants for contempt of court in reference to payments. 
9. Prepare cash drawers for daily use and monitor supply of change. Count and balance drawers at end of day; preparing bank deposit

 
Jury:

1. Process jury data from DOT, file the official jury documents/reports. 
2. Maintain annual juror pool and panels.  
3. Prepare, send, receive and enter data for Juror Qualification Questionnaires. 
4. Auto assign jurors to specific month and cases then, process and send out summons to qualified jurors.
5. Respond to requests from jurors regarding postponements, excuses etc. with calls or letters.  
6. Prepare jury trial reports for bailiffs, court staff, attorneys and litigants. 
7. Supervise and schedule bailiffs and organize jury trials with Judges and bailiffs. 
8. Prepare expense vouchers for payment of jurors

 
Small Claims:

1. Accept case filings and documents; and attend small claim hearings.
2. Process all liens.  
3. Process small and large claim garnishments. 
4. Process transcripts of judgment. 
5. Record Judgments, accept payments to docket and satisfy accurately.

 
Traffic/Forfeiture:

1. Process traffic and forfeiture citations into case filings, accept documents and attend traffic and forfeiture hearings.
2. Review and correct errors on citations, working with Sheriff Dept., City Police, local municipalities and the DNR. 
3. Accept and enter not guilty pleas. 
4. Prepare OWI paperwork for court appearances and help customers with the paperwork. 
5. Prepare dockets for Judges and issuing agencies. 
6. Prepare IID Exemption Orders for DOT
7. Electronically send traffic dispositions to the Dept. of Motor Vehicles.
8. Enter/dispose of traffic citations.

 
General Functions

1. Assist the public in person and on the phone during potential stressful situations, referring them to sources of information such as policies, procedures, rules and codes as well as to other departments that may fit their needs.  
2. Maintain and calculate parties’ balances and receipt payments.  
3. Notarize documents.
4. Assist, research, and provide copies for customers. 
5. Process incoming and outgoing mail and forward to litigants or parties as necessary.
6. Scan documents and exhibits into case files. 
7. Run mail and maintain the postage machine.  
8. Prepare, supply and submit daily, monthly, quarterly, bi-annual and annual reports. 
9. Such as: Judgments, Postage, Petty Cash, Day End, Child Support, Collections, Month End, Interpreters, Community Service, Victim Impact Panel, Tax Warrants, Jury, and the State Annual report.   

Training and Experience

1. Must have a High School diploma or equivalent. 
2. Two (2) or more years of recent work experience in an office, preferably in a legal setting.
3. Two (2) or more years of recent work experience in accounting or bookkeeping. 
4. Must successfully pass a background check.

 
Knowledge, Skills, and Abilities Required

1. Knowledge of office practices, procedures and legal terminology.
2. Ability to understand and follow directions.
3. Ability to follow established work rules, policies and procedures and able to exercise a certain amount of independent decision-making in accordance thereof. 
4. Ability to read, comprehend, and communicate effectively in English, both verbally and in writing.  
5. Ability to perform moderately difficult bookkeeping and record keeping responsibilities.
6. Ability to operate a variety of office machines including but not limited to a calculator, telephone, cash register, computer, and courtroom audio-video equipment.  
7. Ability to use tact and courtesy in maintaining an effective working relationship with department employees, county supervisors, county officials, and general public. 
8. Ability to maintain confidentiality of sensitive, personal, and graphic/explicit information and materials.
9. Capable of working with limited supervision and to make authorized decisions regarding procedural matters.
10. Ability to work under pressure, in stressful conditions and with strict guidelines. 
11. Ability to take quick, accurate and legible minutes. 
12. Ability to organize and systematically handle a large volume of information, documents and files. 
13. Ability to work with customers who may not communicate effectively and might be angry or use other demeaning behavior.
14. Ability to work the allocated hours of the position, which may include occasional nights, weekends and holidays dependent on the Court’s needs. 

100% of work time is performed in a normal office setting with little or no discomfort from temperature, dust or noise. Consistently interacts with other employees, agencies, departments, and the general public, either in person or on the telephone. 
 
Around 75% of work is performed seated at a desk, working on a computer keyboard and/or telephone with about 25% of work performed standing and walking. 100% of the work is performed by talking, hearing, and using both far and near vision. Occasional lifting is required up to 50 lbs. (i.e. paper and equipment).
 
In an effort to provide for continuity of County government and to cope with the problems of the emergency, you may be required to work during a proclaimed state of emergency, consistent with Sec. 323.14, Wis. Stats. and County emergency management plans and programs. 
 
The above is intended to describe the general content of the requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. They may be subject to change at any time due to reasonable accommodation or other reasons.

Salary : $20 - $23