Chief Deputy Clerk of Courts

The Chief Deputy position performs various administrative duties including supervising employees and managing office procedures and activities. This includes management of the complex daily functional operations of the office in accordance with statutory requirements; ensuring effective staff performance, workflow and customer satisfaction; and serving as network administrator for the court computer system. The Chief Deputy performs all the duties of the Clerk of Circuit Court both in support of the daily execution of the duties and responsibilities of the office and in full capacity in the Clerk of Circuit Court’s absence.  The following general duties serve to demonstrate the responsibilities of the position:

• Analyzes and interprets new legislation; evaluates, revises, modifies, and implements new or revised procedures as necessary to improve efficiency and apply requirements of law.  Develops implementation plans and modifications to current policies and communicates to necessary subordinates and coordinating agencies. 
• Provides direct daily supervision, assists in the hiring and selection process, conducts performance evaluations, recommends disciplinary actions, and assigns duties of subordinate personnel. 
• Manages distribution of work within the office to maintain an even flow of business, and regularly reviews workloads with staff members to evaluate the need for assistance. 
• Oversees training necessary to ensure standardization and compliance with laws, policies, and procedures established by the Clerk of Circuit Courts, legislation, and local court rules.  
• Manages the scheduling of Deputies to ensure court and office coverage; manages department-level timekeeping and payroll responsibilities. 
• Prepare and submit required reports to Wisconsin Court Information Bureau of Vital Statistics, Crime Information Bureau, District Court Administrator, and Director of State Courts. Record individual information necessary for internal monthly reports to gauge progress and deadlines. 
• Manages the Clerk of Circuit Court Department budget including the preparation of vouchers for payment, oversight of the daily/monthly/year-end reconciliation of accounts, daily bank deposits, and overall tracking and management of year-to-date expenditures and revenue to budget.  
• Performs clerical duties as needed in the office including counter rotation, clerking in court proceedings, managing exhibits, recording minutes, notarizing documents, and administering of oaths.   
• Formulates procedures for systematic retention, protection, retrieval, transfer, and disposal of records.  
• Supervises preparation of appeals of civil, family, small claims, criminal, and traffic cases.  
• Monitors deadlines, compiles records, notifies attorneys and transmits appeal according to Wisconsin Supreme Court Rules.  
• Reviews court records to ensure completeness, accuracy, and timeliness.   
• Assists in resolving questions and complaints raised by court personnel, attorneys, and members of other organizations and public.   
• Strictly adheres to Clerk of Circuit Court Office’s and Circuit Court’s policies and procedures. 

Marginal Duties and Responsibilities

• Perform other duties as necessary or assigned.   

Supervisory Responsibilities

• Supervises Deputy Clerk of Court staff, Bookkeeper and other support staff.

To perform this job successfully, individuals should be able to meet all essential requirements:

Education & Experience

• Associate Degree in Legal, Supervisory, or Administration OR Five (5) years office experience with two (2) years administrative and/or supervisory experience in an office setting.  
• Experience or training in basic bookkeeping/accounting skills, preferably legal office setting.  
• Experience or training in personal computer use with Microsoft Office Suite with proficiency in Microsoft Word & Excel. 

Skills
Candidates should be able to demonstrate:

• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. 
• Ability to communicate effectively both orally and in writing, including the ability to write clear, concise reports, procedures and correspondence 
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.   
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.   
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Work Environment
Essential functions of this job are typically carried out in work environments with the following characteristics:

• Takes place in standard office setting with a moderate noise level
• Utilizes office equipment such as computers, phones, and photocopiers.
• Position may require occasional travel to other County facilities, training sites, or community locations.
• Duties may require occasional evening or weekend hours to meet business needs. 

Physical Requirements
Must be able to perform the physical demands of the position, including frequent sitting, walking, standing, and manual tasks; occasional lifting of up to 20 pounds; and maintaining required vision abilities.
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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EEO Statement
We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

ADA Statement (Reasonable Accommodations)
We are committed to providing reasonable accommodations for qualified individuals with disabilities. If you need assistance or accommodation during the application process, please contact humanresources@polkcoutywi.gov.

Salary : $31