Clerk of Courts

Description

This position is an appointed position by the Clerk of Courts, the position aids the Clerk of Court in discharge of clerk's duties under the supervision of the Clerk of Courts, Circuit Court Judges, and Court Commissioner.

The position is deputized by the Courts to be able to perform the duties as required by Statute. The position is full-time, based on 37.5 hours per week.
The Clerk of Courts Office is the link between the public and other government agencies to the court.

The position requires the ability to utilize a wide variety of data regarding legal documents to accurately process court records so court processes can run smoothly.

These duties must be done in accordance with court orders, Wisconsin statutes, policies and procedures, and laws established for various types of court filings.

Essential duties include communication and multi-tasking skills, maintaining a high level of accuracy and confidentiality, as well as dealing with a wide array of agencies and departments within the County, and many outside agencies, including but not limited to law enforcement agencies, state agencies such as DOC, DOT, DNR, DOC, jails, and prisons.

Essential Duties

The following duties are normal for this position and are not to be construed as exclusive or all-inclusive. Other duties may be required and/or assigned.

Deputy Clerk of Courts:
Performs all duties of the Clerk of Court Deputy as described by Wisconsin Statutes.
Makes discretionary, independent decisions as an officer of the Court.
Administers oaths and certifies acknowledgments.
Initiation, maintenance, monitoring and disposition of various case types, which include financial information and maintain an assigned cash drawer.
Issue warrants as required by the Court.
Required knowledge of legal terminology and court processes.
Help Pro Se individuals understand the amount of help that can be given without giving legal advice.
Knowledge of laws, administrative codes, rules, policies pertaining to criminal and local ordinances.
Determining the appropriate forms needed by individuals needing to file various court actions handled by the Clerk of Courts.
Maintains files and records in relation to court matters.
Prepare court files to be sent to the Court of Appeals.
Assists the public with inquiries about forms, procedures, and court matters. Interact with defendants, victims, attorneys, law enforcement, and media regarding court-related matters.

Work collaboratively with courts throughout the state, various state and federal agencies, local and statewide Judges, Court Commissioners, and various City and County agencies with a vested interest in Court operations.

Handle large sums of money pertaining to fine payments, cash bail, sheriff sales, and fees.

Determine who the money is paid out to based on court orders, write up disbursement, and documents in court cases.

Drafts court documents.
Reviews and scans all documentation and filings. Monitors files for timely completion.

Maintains up-to-date information and follows up on records and related actions; opens and date stamps materials; may be required to review documents for authenticity.

Enters court case information and account adjustments to state computer records. Researches records and databases for information as needed or directed.

Clerk court proceedings include organizing case files, records, and exhibits; marking exhibits; administering oaths to witnesses; taking minutes; tracking schedules; and operating video equipment in the courtroom.

Maintains and files department documents, court records, and minutes of proceedings. Certifies authenticity of document copies.
Prepares court orders as necessary for completion or dismissal of court cases.

Performs clerical tasks such as date stamping, responding to and taking appropriate action for correspondence received, and composing reports, memos, and other correspondence.

Participates in ongoing training provided by the Courts.

Provide backup for the Probate Office and routinely go into court and take minutes for cases that are handled by the Probate Office.

Position may be required to stay late (without notice) when court hearings go longer than expected. Extensive typing/writing during court hearings.
Performs other duties as required.
Ability needed to work in a fast-paced and high-pressure work environment. Having the confidence, knowledge, and adaptability to answer many questions is vital.
Position may be required to stay late (without notice) when court hearings go longer than expected.

JUDGMENT AND SITUATIONAL REASONING ABILITY:
Exposure to graphic details of crimes or victim impact statements. Assists with difficult and/or demanding individuals. Public information needs to be maintained and updated with the highest degree of confidentiality, accuracy, and dependability.

Minimum Qualifications

High school diploma or equivalent; vocational/technical training in legal studies and graduate of a certified paralegal program preferred.

Minimum two years experience within the last ten years preparing and filing documents with the court system or 4 years direct court experience in the last 10 years desirable.

Two or more years experience in the processing legal documents preferred. Any combination of education and experience that provides equivalent knowledge, skills, and abilities.
Supplemental Information

Additional Skills, Knowledge, and AbilitiesWorking knowledge of cases filed in the Clerk of Courts office and working knowledge of legal terminology and the court process.

The ability to prioritize workload. Knowledge of what Pro Se forms an individual is searching for based on limited information. Ability to accurately and correctly complete various Circuit Court forms that are submitted for filing.

Knowledge of laws, administrative codes, rules, and policies pertaining to all case types (criminal, civil, family, small claims, etc.) and local ordinances.

Extensive typing during court hearings. ability to process electronic information, and knowledge of computers. Ability to work in a fast-paced/high-pressure work environment. Every question presented by the public on a daily basis is a form of problem-solving. Having the confidence, knowledge, and adaptability to answer a multitude of questions is vital.
Position may be required to stay late without notice when court hearings go longer than expected. Judgment and Situational Reasoning AbilityExposure to graphic details of crimes or victim impact statements. Assist individuals that are very difficult and demanding. Public information must be maintained and updated with the highest degree of confidentiality, accuracy, and dependability.

Working ConditionsThis position routinely operates in a professional office environment and extensively uses standard office equipment such as computers, photocopiers, scanners, and phones.

This position operates within the Courts system.

While performing the duties of this job, the employee may be exposed to stressful office environment conditions and graphic details of crimes or victim impact statements.

The employee has the potential to encounter unpredictable and violent clients. The noise level in the work environment is moderate.
Douglas County is an Equal Opportunity and Affirmative Action employer.

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