Deputy Clerk of Courts

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Answers and screens incoming calls and visitors; assists, provides information, or directs to appropriate staff.
• Addresses and resolves customer questions/concerns as able and refers complex inquiries, requests, or complaints to appropriate staff.
• Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes.
• Composes general and confidential correspondence and reports; proofreads and edits documents.
• Assists the public, attorneys and other agencies with information, completing forms, filings, and Court rules.
• Assists with daily case management of Court files, including creating and maintaining computer records, and complying with the statutes under the supervision of the Clerk of Court.
• Schedules and re-schedules hearings as directed by Court official; prints Court calendars.
• Monitors case deadlines; supervises file management and maintains case files confidentiality; files Court documents in paper and electronic formats.
• Performs Court room duties, including marking and tracking exhibits, swearing in witnesses, preparing and reading bonds, taking minutes of Court hearings, court trials, and jury trials, scheduling hearings, preparing notices to parties regarding next hearing date, as necessary.
• Monitors and updates confidential juror records for jury selection; coordinates and preserves records of all exhibits.
• Conducts initial appearances or other court appearances as required.
• Administers oaths as required by statute.
• May enter judgments, orders, warrants, transcripts, and bond payments, etc., including unemployment compensation and delinquent Wisconsin taxes.
• Dockets and reviews incoming documents and determines action by routing to appropriate party or processing according to department and statutory processes.
• Dockets and scans all Court pleadings (paper filing and e-Filing) and daily case management of Court files. Creates and maintains related computer records.
• Drafts letters and Court orders, prepares legal documents, warrants, judgments of conviction, financial disclosure statements, notices of entry of judgment, writs of restitution, writs of execution, warrants, judgments, judgments of divorce, prepares and submits document to Vital Records, etc.
• Performs records management duties to ensure statutory timelines are met for all cases.
• Provides copies and/or faxes to appropriate parties, certifies and notarizes court documents pertaining to Clerk of Courts.
• Enters garnishments and non-earning garnishments.
• Receipts payments for fines, fees and forfeitures using Court-approved financial software.
• Applies payments to outstanding accounts; monitors delinquent accounts, suspends licenses for non-payment and performs sanctions for non-payment.
• Opens new cases and creates files; files correspondence and other legal pleadings consistent with retention policy.
• May assist prisoners at New Lisbon Correctional Institution and patients at Sand Ridge Secure Treatments Center regarding policies and procedures in filing litigation.
• Communicates frequently with and provides information to law enforcement deputized to the Clerk of Court Office and other government agencies.
• Clerks in court for all criminal hearings and jury trials; initiates and updates criminal cases until disposition by applying bond and sentencing conditions according to the order of the court and Wisconsin State Statutes.
• Back up to all civil cases (traffic, small claims, family) in their absence or reserve judges in branch III.
• May be responsible for all appeals, completed in a timely manner; maintains and oversees exhibits in their appeal time for all case types.
• May be responsible for collection actions via the Department of Revenue and collection agencies.
• May function as lead to small claims and family cases.
• May schedule bailiffs for jury trials.
• Provides backup assistance to other Department personnel as needed.
• Other duties as assigned.

• Interprets and applies Federal, State, municipal, and Department rules, regulations, and policies.
• Attends work regularly and is punctual.
• Behaves professionally and presents an appropriate standard of grooming, hygiene, and dress that align with health and safety standards.
• Conducts self in such a way as to reflect positively on the County.
• Fosters positive working relationships and accepts new responsibilities.
• Learns and understands the safe practices for the job being performed and complies with the safe work practices and personal protective requirements for the job.

• High School Diplomaor equivalent and two (2) years’ legal or court-related experience, including computer experience, or equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

• Must be deputized to perform clerk duties.