CRIMINAL/TRAFFIC/CIVIL COMMITMENTS
Sawyer County has an exciting opportunity for a full-time Deputy Clerk in the Clerk of Courts Office! This deputized position provides complex support for the court system under the provisions of Wisconsin State Statute 59.40. Under the direction of the Clerk of Court or Chief Deputy, this position performs various duties requiring skilled clerical record-keeping computer and public contact work. Considerable judgment is required in screening calls answering questions of the public prioritizing work and adapting to changes in procedure. Knowledge of all duties performed by others within the Clerk of Court office to provide backup is required.
High School diploma or equivalent with one to two years of related office experience and/or legal experience. An Associate Degree in office administration or a related field is preferred but not required.
Competitive wage and benefit package includes health insurance Wisconsin Retirement System life insurance sick vacation and holiday pay. This is a 40 hour per week position with a beginning wage of $21.08/hour.
Complete position description and application form may be obtained from the Sawyer County website at www.sawyercountygov.org at the Sawyer County Human Resources Department in the Courthouse at 10610 Main Street Suite 23 Hayward WI 54843 and may be submitted electronically through the County website or returned to the Human Resources Department.
Position open until filled, applications will be reviewed as they are received.
Sawyer County is an Equal Opportunity / Affirmative Action Employer
Women and Minorities Encouraged to Apply
Deputy Clerk - Criminal / Traffic / Civil Commitment
The position and Deputy Clerk provide administrative help and support to the Clerk of Court’s office and for the Circuit Court Judge. This includes initiating, maintaining, and preserving records, documents, files and exhibits for civil, criminal, traffic, small claims, family, child support and other judicial proceedings. Some specific responsibilities in court include taking minutes during court proceedings, preparing paperwork for the court, administering oaths prior to testimony, marking and maintaining exhibits, providing forms for sentencing, and notices for future hearings. Outside of court, further responsibilities include electronically/manually filing documents into cases, public assistance to include answering phones, assisting customers at the window, processing payments, scheduling hearings, and all other daily routines of the court. These positions may require working with other departments to process the correct documents for the court and to work with deadlines that are ordered. These positions require a good amount of interaction with the public so having quality customer service is a must, and the ability to multitask is imperative.
Criminal cases:
Record minutes in court
Draft notice of hearing/ Reschedule hearings
Prepare bail bonds
Administer oath to witnesses.
Provide appropriate paperwork for judges’ review/completion during sentencing
Search CCAP system for related defendant cases for tracking
Verify calendar availability in Court and notify of discrepancies
Amend/modify case charges according to court proceedings/stipulations
Prepare and relay paperwork for competency evaluations
Alert judges to outstanding errors/complications in each case
Review and prep the court calendar for each day to ensure cases are up to date
Add/update identification numbers/addresses/phone numbers for parties
Maintain contact with dispatch on served/cancelled warrants
Send calendars to District Attorney’s Office
Provide clarification on case processing outside of Court
Reach out to Out of County Judges/Judicial Assistants/Attorneys for scheduling or filed paperwork
Schedule hearings with prison system (Out of County)
Monitor court calendars to ensure coverage and work overlap
Oversee zoom conferences (court) and audio/visual system
Alert Judicial Assistants of case updates/attorney changes
Purchase snacks/supplies for jury (Backup for Clerk)
Ensure jury video is ready to be viewed (Backup for Clerk)
Call up the jury panel according to specific lists previously prepared (Backup for Clerk)
Make notations to the seating charts and maintain an accurate assessment of struck or excused jurors
Administer specific oaths to bailiffs
Read the verdicts into the record
Maintain all paperwork and exhibits throughout the course of multi day trials
Upload any jury paperwork-
Clerk Duties (Outside of Court):
Efile or file manually new cases
Send paperwork to dispatch/jails/prison systems
Send paperwork to Dept of Corrections/Health & Human Services/ Dept of Transportation
Prepare judgments according to court sentence given requiring an extremely high degree of accuracy
File any and all documents for all criminal cases which may consist of dismissals, stipulations, notice of retainers, briefs, motions, affidavits and more.
Distribute paperwork to departments for processing
Constant contact with attorneys and law offices on scheduling hearings and cases.
Provide notice to victims impacted by the case
Direct customers to appropriate departments within courthouse
Send appeal paperwork electronically/mail to Public Defender’s head office
Maintain all criminal traffic cases as well as all traffic and ordinance violation citations
Processes not guilty pleas for traffic and schedules Pre-Trial Conferences
Prepare bench warrants with corresponding court ordered jurisdiction and conditions
Generates and drafts court orders per specific case and hearing type
Process and submit driver’s license suspensions and reinstatements to the Dept. of Transportation
Creates payment plans within the accounting system for all case types
Keep paperwork in stock for defendants/attorneys
Notify Judicial Assistances of upcoming orders/paperwork discrepancies
Direct/transfer callers to appropriate departments
Complete records requests by mailing/faxing/emailing to departments
Review/request signed documents from customers (bonds/payment plans, etc)
Draft bond forfeiture documentation when ordered by the court. Monitor for any objections and process the revocation paperwork if applicable.
Public Assistance:
Assist the public with general questions such as forms to be completed, court dates and times, zoom information
collect filing fees and explain paperwork process
Answering telephone calls to assist the public or departments.
Assist attorneys with scheduling court dates, efiling documents and court rules.
Assist the public with setting up payment plans for fees owed.
Assist with collecting payments over the counter for fines, bail bonds, filing fees and authenticated copies.
Assist public on public access computer, print requested documents and collect fees.
Fulfill records requests by mail
Answer public’s questions over email
Notarize court documents with customer’s ID
Provide department contact information for customers
Review jury information to potential jurors
Clerical Duties:
Update party addresses/phone numbers
Drafting letters to general public regarding cases.
Scan documents into cases.
Scan old files into system and destroy old files.
Search/recover older documents and files with MicroFilm machine or paper form.
Maintain/destroy old exhibits
Email attorneys and departments.
Typing
Faxing
Filing/Sorting
Daily Mail Processing
Prepare zoom meetings
Schedule time blocks for criminal, bail/bond, jury trials
Authenticate requested copies.
Assist the police departments with filing search warrants, subpoenas and blood warrants
Distributing/moving electronic documents into cases
Cross-referencing cases
Print reports
Notarize documents
Assist with preparing and mailing jury questionnaires
Provide reports to news outlets
Customer service regarding cases/hearing dates
Assist with processing questionnaires when they return
Upload transcripts/revocations to system interface for processing
Creating and distributing upcoming year court calendar for citation processing to the departments
Creating/Publishing bond reports for Dispatch
Financial:
Process and submit driver’s license suspensions and reinstatements to the Dept. of Transportation
Creates payment plans within the accounting system for all case types
Performs day end procedures to calculate and verify closing of the cash drawers for the daily bank deposit
Back-up the clerk in making daily deposits at the bank
Fill out invoices and send with record requests
Review and relay financial information to customers and attorneys
Alert judges of unpaid bonds/fines
Receipt restitution money
Assesses appropriate fines, fees, and surcharges associated with various charges
