Deputy Clerk of Court

The Clerk of Courts Office is currently recruiting for Deputy Clerk of Courts to join their team.
This position will remain open until filled. Interested applicants are strongly encouraged to apply early as the posting may be closed once a satisfactory candidate pool is identified.

This position involves a variety of routine and complex tasks that require skilled administrative court support, official record keeping, which may include financial, jury management, and customer service. The position is responsible for case management of all cases filed with the Clerk of Courts Office. The normal work schedule is Monday through Friday 8:00 a.m. to 4:30 p.m.

Essential Functions
To perform this job successfully, an individual must be able to perform each essential function satisfactorily and in a timely manner. The following duties are normal for this position. These are not to be construed as exclusive or all inclusive. Other duties may be required or assigned.

Focus Functions:
Initiate cases electronically and manually by entering case numbers, case types, names, and assigned court dates into the CCAP system. Review documents for accuracy and completeness.

Conduct case management by receiving legal documents, date-stamping them, scanning, and properly recording court documents in CCAP. Complete and distribute e-filed and/or paper documents to the appropriate parties. Authenticate documents as necessary.

Handle public reception tasks, including answering phones, greeting and directing visitors, taking messages, referring calls to the appropriate person or agency, providing information for inquiries, complaints, and concerns, and processing receipt payments.

Accept applicable filing fees via credit card, cash, check, or money order for bail bonds, traffic fines, forfeitures, sheriff sale proceeds, and out-of-county bond postings.

Assist other agencies and the general public with access to public access CCAP terminals, as well as provide assistance with judgment and record searches.

Apply knowledge of the Circuit Court, court practices, and legal terminology to accurately record court proceedings by attending all court sessions and taking clear and precise minutes of what transpired. Which includes managing and maintaining all out-of-county case files and attending all court sessions.

Demonstrate proficiency in operating technical equipment in the courtroom; coordinate video conferencing equipment and digital audio recording as necessary and provide technical support when needed.
Utilize knowledge of court practices, legal terminology, and legal procedures to receive, process, and maintain complex orders from the court, ensuring follow-up within stringent timelines; authenticate, certify, and exemplify documents upon request; and perform jury bailiff duties as needed.

Administer oaths to witnesses and juries and maintain exhibits presented in court as evidence.

Organize and systematically manage a substantial volume of information, documents, and files to receive, process, and issue court documents, including but not limited to warrants, judgments of conviction, bonds, and protective orders.

Follow the Wisconsin Appellate Procedures, ensuring compliance with timeliness and procedural flow, and prepare records for transmittal to the Court of Appeals by managing, prioritizing, and successfully completing multiple demands within deadlines.

Conduct case management by reviewing files prior to court. Prepare daily calendars from CCAP and ensure that all necessary or required documents have been filed. Be prepared to provide upcoming court dates as needed. Monitor case flow and take appropriate actions for case disposition, following up with status letters as necessary.

Manage the court calendar, including scheduling court hearings, trials, and conferences. Contact attorneys and parties concerning court dates, appointments, and cancellations.

Review files to determine if interpreting services are required and schedule or arrange court-certified interpreters as needed.

Prepare and process a variety of documents, notices, and forms (e.g., judgments, dispositions, court orders, bail/bonds, warrants, judicial transfer forms, driver’s license suspensions). Prepare judgments of conviction based on court findings and ensure that documents are forwarded to the appropriate court officials and distributed to the relevant persons or agencies.

Maintain accurate Circuit Court case files using skills in personal computer operation and various standard and specialized software and online programs, adhering to retention guidelines (SCR 72) and ensuring files are accessible to the public (Wis. Stats. 59.20(3)).

Perform basic bookkeeping procedures and handle substantial sums of money; process court-appointed attorney bills; receipt, disburse, deposit.

Organize, prioritize, and control large volumes of information, documents, and files; reconcile and process reports from various internal and external agencies; interpret minutes from court to extract information, including complex orders, to prepare bonds with appropriate detail for public understanding; review petitions and draft orders for court-appointed attorneys; and retain, dispose of, and destroy case files per Supreme Court Rules (SCR 72).

Uses the ability to establish and maintain effective working relationships with a wide variety of people including departmental staff, supervisors, department heads, contractors, government officials, and the public; summons jurors; assists the Courts during the jury selection process; handles juror concerns; provides general procedural information, forms, and answers questions on form completion; responds to a high volume of written and verbal inquiries using excellent oral and written communication skills.

Maintains confidential case information to protect and preserve all court records and materials relating to cases. Determines confidential documents and manages them appropriately.

Docket judgments, certificates of satisfaction, transcript of judgment, foreign judgments, and court dispositions.

Processes substitution of judges, judicial transfers and assignments. Review Judicial Assignment Applications and mail notices to interested parties. Work with out-of-county judicial staff and Attorney’s to coordinate future hearing dates and then schedule as appropriate.

Assist with sorting of incoming mail.

Assist in the training and/or cross-training of all Deputy Clerk positions, transferring knowledge of Circuit Court, court practices, and legal terminology and to backup all divisions of the court: civil, criminal, traffic, ordinance, family, paternity and small claims.

Maintains jury records, questionnaires, summonses, correspondence and juror payments.

Reports required data to State Vital Statistics Department.

Participate in ongoing training as necessary and maintain up to date knowledge of the Consolidated Court Automation Program (CCAP).

Signs orders, judgments and subpoenas where appropriate.

Assure courtroom security at the end of the day.

All other duties as assigned.

Additional Functions:
May provide interpretation and translation services, if assigned and qualified, to support communication with the public and support departmental operations.
May be required to provide backup fiscal accounting/bookkeeping functions as needed. Including, but not limited to inputs and monitors assessments including attorney fees, restitution, and all court ordered obligations. Monitor electronic payments through CCAP financial system. Enforce collection efforts, payment plans and forward delinquent receivable to WI DOR and WI State Debt Collection.
Balance accounts; establish payment plans; and research and analyze delinquent accounts for issuing sanctions and/or submission to a collection agency.

Knowledge, Skills, and Abilities
Ability to add and subtract, multiply and divide, and calculate percentages, fractions, and decimals. Ability to interpret basic descriptive statistical reports.

Ability to exercise judgment, decisiveness and creativity required in situations.

Requires ability to comprehend instructions from the court and understand legal concepts.

Requires ability to become proficient in the use of specialized office software.

Requires ability to communicate effectively both orally and in writing.

Requires ability to organize work and complete duties in both a timely and dependable manner. Must be self-motivated, results orientated individual with basic problem-solving skills.
Requires ability to work independently and manage a number of tasks concurrently.

Requires ability to establish and maintain effective working relationships with co-workers, other court personnel, and the general public.

Requires ability to interact respectfully with individuals from diverse socioeconomic, cultural and ethnic backgrounds.

Requires ability to maintain confidentiality of all records and proceedings.

Contributes to maintaining the integrity of the organization and displays high standards of ethical conduct.

Adaptable to change in laws, procedures and software.

Training, Experience and Other Requirements
Associate degree in business administration, paralegal, or related field OR a high school diploma or GED plus two years working in a Clerk of Courts office including CCAP case management. Three (3) years of experience in a progressively responsible administrative support role. A background in law or court knowledge preferred.

https://www.governmentjobs.com/careers/trempealeau

Deadline Note: