Deputy Clerk of Court

Position Summary and Job Duties

Deputized by the Clerk of Circuit Court to perform/discharge duties in accordance with Wisconsin State Statute §59.40. In the absence of the Clerk of Circuit Court and Chief Deputy, may assume responsibility of the office. Under general supervision, executes a wide variety of complex legal clerical tasks in an efficient, professional and courteous manner. Clerks are required to maintain records of all court documents filed with the court by performing a wide range of case processing duties as well as courtroom duties. The Clerk resolves complex and sensitive issues having a significant impact on the day to day functions of the Court. Clerks are to have professional working relations with internal and external agencies, attorneys and general public. All duties and responsibilities are performed under and subject to the review and approval of the Clerk of Circuit Court.

45% Record management §59.40(2):

• Accurately and timely process each incoming document: review content, receive payment, authenticate, name document, follow statutory confidentiality requirements, add detailed court record event, image when required, determine and link documents that require grouping, and route to proper party/court following local procedures and guidelines.
• Open/build all new incoming court cases into the Court Consolidated Automation Program (CCAP); including but not limited to parties, charges, moving documents, judgment liens, financial, and hearing date information.
• Monitor, audit and maintain an accurate court record of all documents and proceedings.
• Prepare, witness, and distribute statutory notices, orders, bonds, and warrants from court proceedings.
• Image/convert complete paper file to electronic file upon request.
• Dispose/close each court case accurately and in accordance with statutory requirements; including but not limited to: prepare, report, docket, and distribute judgment.
• Keep a record of all payments ordered by the court to be paid to the clerk of circuit court office.
• Prepare, issue, and report post-judgment enforcement actions.
• Maintain/store all files and records in accordance with statutory retention requirements.

• Prepare accurate minutes of each court proceeding; including but not limited to: date/time, appearances, brief statement of the nature of the proceeding, court findings, and court orders.
• Administer oaths to witnesses, interpreters, bailiffs, and jurors.
• Prepare and maintain juror seating chart, juror selection and peremptory challenge report, and receive and record verdict.
• Manage and maintain exhibits in accordance with the State of Wisconsin Office of Court Operations exhibit management guidelines.
• Prepare order for release and/or destruction of exhibit at end of statutory retention period.

• Assist the general public without giving legal advice and violating statutes regarding confidentiality of certain records. This includes, but not limited to: providing information regarding case status, case filings, answering jury questions and answering general questions.
• Communicate in a calm and professional manner.
• Listen, assess and troubleshoot questions.
• Direct parties to applicable websites and/or other resources for more complex filings and or questions.
• Research, identify, certify and exemplify duplication requests, transcript, and foreign judgments.
• Receipt monies for filing fees, citations, and other court ordered assessments. Balance and maintain cash drawer.
• Provide/maintain statutorily required forms.
• Notarize court documents.
• Maintain knowledge of current statutory requirements, local rules, and policies and/or procedures. Provide/recite upon request.

Success Factors (KSA's)

• Considerable knowledge of court practices, terminology and procedures.
• Considerable knowledge of the purpose, function and scope of the circuit court.
• Working knowledge of the statutory powers and limitations of the circuit court.
• Provide exceptional customer service; exhibit advanced interpersonal skill set.
• Ability to establish and maintain effective and professional public and working relationships.
• Ability to embrace and adapt to changing responsibilities and assignments.
• Aptitude for writing mechanics and grammar; detail-oriented with quality standards.
• Ability to comprehend and comply with oral and written directives.
• Self-managing; ability to effectively direct own activities toward the timely achievement of office objectives.
• Proficient computer software knowledge and expertise of modern office methods and practices.

Job Requirements, Education, Training & Experience

• Associate degree - legal administrative professional / administrative professional, or an equivalent combination of training and experience.
• Four (4) or more years of responsible administrative professional experience; court setting or legal field preferred.
• Ability to type fifty (50) net words per minute.

Essential Job Functions (physical elements, equipment and working conditions)

• Ability to maintain focus in large office setting with background noise and constant interruptions.
• Repetitive hand/arm motions.
• Ability to stand for extended periods of time at service counter.
• Ability to sit for extended periods of time during court proceedings.
• Ability to climb and crouch to retrieve files.
• Ability to move throughout the building for court proceedings and retrieve files.
• Ability to lift and/or carry up to 25 lbs.
• Ability to use modern office equipment.