Administrative Assistant I
Position Title: Administrative Assistant I FLSA Status: Non-Exempt
Reports to: County Clerk, Judge and Register in Probate Wage Scale: F
Department: County Clerk and Circuit Court
I. Position Summary
This position description has been prepared to assist in evaluating duties, responsibilities, and skills of the position. It is not intended as a complete list of specific responsibilities and duties, nor is it intended to limit duties to those listed.
This position provides clerical, administrative, and reception support in either the Vernon County Circuit Court or County Clerk’s Office. Responsibilities involve confidential document handling, data entry, court and meeting support, and public communication. Duties vary based on assignment and may include court-related tasks, office reception, or public counterwork. The position requires flexibility, discretion, strong communication skills, and the ability to work independently.
II. Essential Duties and Responsibilities
• Core tasks apply across both court and county clerk assignments:
o Performs general clerical duties such as data entry, document drafting, sorting, filing, typing, copying, and scanning.
o Operates standard office equipment (telephone, copier, fax, scanner, computer) and uses software such as Microsoft Word, Excel, Outlook, and other office tools.
o Maintains accurate records and organizes both physical and digital files.
o Drafts and formats letters, reports, agendas, and routine correspondence.
o Provides support for meetings and special projects.
o Serves as receptionist: answers phones, takes messages, greets visitors, makes appointments, and directs inquiries.
o Communicates with the public, attorneys, and other officials with professionalism and discretion.
o Provides general information and directs the public to appropriate departments or services.
o Maintains confidentiality and complies with office protocols.
o May attend and take minutes for various committee meetings.
• Circuit Court – Specific Duties:
o Assists or substitutes for the Register in Probate in compliance with Wisconsin State Statutes.
o May process legal documents related to estates, guardianships, commitments, adoptions, and juvenile matters (JIPS, CHIPS, JO).
o May assist with maintaining mediation and Teen Court case files through disposition.
o Assist with typing court decisions, notices, orders, and other legal forms using specialized terminology.
o Coordinates closely with the Clerk of Court, probate office, and legal offices in and out of the county.
• County Clerk’s Office – Specific Duties:
o Provides clerical assistance without assuming statutory County Clerk responsibilities unless explicitly directed.
o Sorts, date-stamps, and distributes daily mail and deliveries.
o Performs counterwork, assists walk-ins, and answers public inquiries.
o Supports administrative functions with attention to accuracy, confidentiality, and customer service.
o Must be available to work on an as-needed basis, depending on workload and staffing requirements.
III. Related Job Functions
• Responsible for working safely and following safety practices and standards of the facility; responsible for reporting and/or correcting any existing or potential safety or accident hazard.
• Ability to work with confidential records and keep confidentiality.
• Establishes and maintains effective working relationships with co-workers and others.
• Attends staff meetings and training sessions.
• Performs related work as required or directed.
• May be asked to travel to local municipalities for election related duties.
IV. Physical Demands
• Ability to sit, stand, and move around for extended periods.
• Proficiency in keyboarding and using office equipment such as computers, printers, and copiers.
• Capable of lifting and carrying light to moderate office supplies.
• Visual acuity to read printed materials and view computers screen for extended periods.
• Manual dexterity to operate office equipment and perform tasks such as filing and organizing paperwork.
• Ability to communicate with the public and Vernon County staff in-person and on the phone.
• May occasionally handle stressful situations and short deadlines.
• Drives personal and/or county vehicle.
• Involves minimal potential and/or direct exposure to blood or body fluids.
V. Education and Training Requirements
Graduation from an accredited high school or GED. Competency in advanced word processing, computer skills; experience working with various socio-economic levels of public. Previous experience, knowledge , or background in municipal government preferred. Preference for Vocation/Associate degree in legal assistant, business, paralegal or other related field. In evaluating candidates for this position, the County may consider a combination of education, experience and training that provides the necessary knowledge, skills, and abilities to perform the duties of the position.
Possession of a valid driver’s license and reliable transportation with adequate auto insurance to meet minimum County requirements, and access to reliable transportation for city and rural travel when required.
Deadline Note: