Administrative Clerk II - Clerk of Courts

This position is responsible for providing clerical support to the Judges and Clerk of Courts office. Other duties may be assigned as necessary.

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

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

• Responding to customer inquiries both in person and on the phone regarding court processes and managing court records.
• Interacting with the public in a tactful and courteous manner while providing quality customer service.
• Establishing and maintaining effective, professional, positive, and respectful working relationships and communicating internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.
• Cross‑training on procedures used in other areas/divisions and serving as backup as assigned.
• Performing all functions of Administrative Assistant.
• Utilizing active listening skills to determine the customer’s need for assistance.
• Providing general procedural information to other County departments/divisions, clients/customers, outside agencies, and the general public.
• Providing referral information for obtaining court forms and answers to general questions.
• Providing information and assistance to customers, clients or staff regarding department programs and/or requirements, operations, policies and procedures.
• Having a working knowledge of applicable Wisconsin statutes and local court rules, court procedures and fees.
• Using logic and reasoning to identify strengths and weaknesses of alternatives or approaches to problems.
• Answering all incoming phone calls to the general phone line to assist customers and, if needed, directing calls to appropriate clerk(s).
• Assisting customers at the counter by answering questions, accepting various filings, receipting payments, processing restraining orders, opening new civil, family and small claims cases.
• Responding to public inquiries in a tactful and courteous manner while providing quality customer service.
• Opening and closing the front counter and public access room daily.
• Collecting money from assigned cash drawer at the end of the day and locking money in the safe.
• Processing various legal documents for all case types, stamping and routing them accordingly.
• Accessing, entering, updating and retrieving data ensuring accuracy and validity of information on the specialized Circuit Court Automation Project (CCAP).
• Maintaining electronic and paper records ensuring information is organized and easily accessible.
• Performing record searches.
• Providing requested files to the public for review.
• Understanding and following Wisconsin Statutes as they relate to the review and release of confidential records.
• Handling confidential documents ensuring they remain secure pursuant to Wisconsin Statutes.
• Generating temporary access codes to allow viewing of confidential documents upon request.
• Making copies and charging appropriate fees for copies the public may request from files they review.
• Understanding the difference between copies, certified copies and exemplified copies; knowing how to calculate the cost due for each type of copy.
• Preparing invoices for copy requests made by the general public, attorneys, other county departments and other government agencies.
• Tracking copies made by other agencies for billing.
• Collecting and delivering outgoing mail and retrieving incoming mail from the County’s mailbox at times designated by the Mail Courier.
• Opening, date‑stamping and sorting daily mail and/or other materials.
• Receiving and accounting for money in the form of cash, check, debit or credit card; processing credit and debit card transactions; providing correct change and balancing cash drawers daily.
• Receiving all traffic and ordinance payments received, returning and recording any unacceptable payments and matching all receipts with the appropriate assessments.
• Collecting and receiving filing fees, copy fees and other payments pursuant to Wisconsin Statute.
• Processing…