Clerk of Courts - Deputy (Legal Processing Clerk)

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.

Douglas County offers a competitive benefits package including but not limited to:

• Annual wage increase based on eligibility
• Paid, on-the-job training and advancement opportunities
• 85% county contribution to health and dental premiums
• Health Savings Account (HSA) available to all employees enrolled in the county's medical plan, with annual contributions provided by the employer and the health plan
• Wisconsin Retirement- One of the most well managed retirement systems in the nation- Contributions are paid according to current year rates set by WRS Employee Trust Fund.  Refer to www.etf.wi.gov for further detail   
• County-paid Life Insurance Policy – coverage equivalent to annual salary - affordable Supplemental, Additional, and Spousal/Dependent coverage available at employee’s expense
• Competitive paid time off including vacation, sick time, personal days and holidays
• Public Student Loan Forgiveness (PSLF) Employer 

• 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. 

*Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Education and Training:

• High school diploma or equivalent required.
• Vocational or technical training in legal studies preferred.
• Graduation from a certified paralegal program is also preferred.

Experience:

• Experience preparing and filing documents with the court system or direct courtroom experience within the past ten years.
• Any combination of education and experience that provides equivalent knowledge, skills, and abilities may be considered.

Specialized Knowledge:

• Familiarity with case types filed in the Clerk of Courts office.
• Understanding of legal terminology and court processes.
• Knowledge of Pro Se forms and Wisconsin Circuit Court forms.
• Awareness of laws, administrative codes, rules, and policies related to criminal matters and local ordinances.

Working Conditions
This 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.

Physical Requirements

While performing the duties of this position, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus.  Tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and pulling of objects weighing five to ten pounds.  Tasks may involve extended periods of time at a keyboard or workstation.

Testing may be administered to assess skills and abilities necessary to perform the essential duties of this position.   Structured interview, references and/or background investigation.