Administrative Clerk II - Clerk of Courts

This position is responsible for providing clerical support to the Judges and Clerk of Courts office.

This position has no supervisory responsibilities.

• Days:
  Monday - Friday
• Work Hours:
  
  8:00 a.m.
  
  - 4:30 p.m.
• Hours Per Shift: 8
• Shifts Per Pay Period: 10
• Position FTE: 1.0

To include the following. Other duties may be assigned. This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Customer service responsibilities to include, but are not limited to: responding to customer inquiries both in person and on the phone regarding court processes and managing court records.

Interact with the public, in a tactful and courteous manner while providing quality customer service.

Establish and maintain effective, professional, positive, and respectful working relationships and communicate internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.

Cross train on procedures used in other areas/divisions and serve as back up as assigned.

Perform all functions of Administrative Assistant.

Utilize active listening skills to determine the customer’s need for assistance.

Provide general procedural information to other County departments/divisions, clients/customers, outside agencies, and the general public.

Provide referral information for obtaining court forms and answers to general questions.

Provide information and assistance to customers, clients or staff regarding department programs and/or requirements, operations, policies and procedures.

Have a working knowledge of applicable Wisconsin statutes and local court rules, court procedures and fees.

Use logic and reasoning to identify strengths and weaknesses of alternatives or approaches to problems.

Answer all incoming phone calls to the general phone line to assist customers and, if needed, direct calls to appropriate clerk(s).

Assist customers at the counter by answering questions, accepting various filings, receipting payments, processing restraining orders, opening new civil, family and small claims cases.

Respond to public inquiries in a tactful and courteous manner while providing quality customer service.

Open and close the front counter and public access room daily.

Collect money from assigned cash drawer at the end of the day and lock money in the safe.

Process various legal documents for all case types, stamping and routing them accordingly.

Access, enter, update and retrieve data ensuring accuracy and validity of information on specialized Circuit Court Automation Project (CCAP).

Maintain electronic and paper records ensuring information is organized and easily accessible.

Perform record searches.

Provide requested files to the public for review.

Understand and follow Wisconsin Statutes as they relate to review and release of confidential records. Handle confidential documents ensuring they remain secure pursuant to Wisconsin Statutes.

Generate temporary access codes to allow viewing of confidential documents upon request.

Make copies and charge appropriate fees for copies the public may request from files they review.

Understand the difference between copies, certified copies and exemplified copies; know how to calculate the cost due for each type of copy.

Prepare invoices for copy requests made by the general public, attorneys, other county departments and other government agencies.

Track copies made by other agencies for billing.

Collect and deliver outgoing mail and retrieve incoming mail from the County’s mailbox at times designated by the Mail Courier.

Open, date stamp and sort daily mail and/or other materials.

Receipt and account for money in the form of cash, check, debit or credit card; process credit and debit card transactions; provide correct change and balance cash drawers daily.

Receipt all traffic and ordinance payments received, returning and recording any unacceptable payments and matching all receipts with the appropriate assessments.

Collecting and receipt filing fees, copy fees, and other payments pursuant to Wisconsin Statute.

Process restraining orders, to include scheduling, creating the action in CCAP,…