Deputy Clerk of Courts

Overview

Deputy Clerk of Courts positions will be assigned a specific area of focus, such as civil, family, guardian, jury, juvenile, or criminal. Each position will be responsible for researching and interpreting Wisconsin State Statutes relevant to that focus. These roles involve creating and maintaining all Walworth County court files, exhibits, and court records. Applications are being accepted from current County employees as well as members of the public.

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

This position acts as a lead worker to the departments Administrative Clerks.

• 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

• Comprehend all Wisconsin statutes that pertain to the assigned division, along with others that pertain to the office/courts.
• Back up other divisions within the office and have working knowledge of applicable Wisconsin statutes of those divisions.
• Ensure the quality and accuracy of the court files by having specific knowledge of federal, state, and local statutes and rules; identify errors, discrepancies, and improperly filed documents; recognize documents missing or not recorded or scanned into the case file.
• Access, enter, and retrieve data ensuring accuracy and validity on CCAP.
• Determine the correct case type and required filing fee for all new case filings.
• Open new cases and assign to proper Court Official; determine if the file needs immediate review or a future review date.
• Accurately enter the final disposition for all case types including financial assessments, criminal sentences, civil judgments, or other conditions.
• Ensure court records are available for the judges and provide the proper records to the Court upon request.
• Identify and locate relevant case information; organize case files for easy access by the judge.
• Review paperwork submitted for filing to ensure completeness and accuracy.
• Process both paper and electronic documents; perform data entry, organization, cross-referencing, scanning, copying, and retrieval; apply proper security classifications to each case type.
• Determine proper routing of all documents through e-filing.
• Maintain all files to include exhibits; follow procedures for maintenance of files and exhibits including contraband, weapons, drugs, and currency; store exhibits during and after trial and maintain accountability for exhibits and files used by the division.
• Develop and maintain a high level of trust with the judges/commissioners; ensure the smooth and adequate flow of information between the Judge and staff.
• Draft basic legal documents to be routed to the Judge for review and signature.
• Process necessary paperwork for cases involving a substitution of Judge or when a judge recuses.
• Schedule all hearings for the court; provide accurate calendar management including scheduling of court hearings, trials, conferences, legal appointments, and provide necessary information for scheduling conferences.
• Generate notices of hearings for upcoming hearings.
• Handle multi-trial schedules, speedy demands for defendants incarcerated, and prioritize schedules for the judges/commissioners.
• Prepare the daily court calendar; monitor case files in the assigned division and ensure timely handling and disposal of all cases.
• Clerk all types of hearings; take concise minutes; administer oaths; mark and maintain exhibits; ensure courtroom equipment is functioning; provide necessary paperwork to attorneys/parties; identify hearings/trials with higher security needs.
• Jury Management: monitor and manage cases scheduled for jury trials; determine panel size and arrange juror meals; arrange transportation or lodging as warranted.
• Process and monitor cases involving out-of-county judges; schedule and clerk cases assigned to out-of-county judges; transfer cases where venue has changed; open and process new cases transferred on a change of venue.
• Receive and process appeals from Municipal Court to Circuit Court; prepare and process appeals on all case types within the division to the Wisconsin Court of Appeals; track appeals for statistical purposes.
• Process judgments as required by statutes; recognize bankruptcy pleadings and timely processing of bankruptcy notices.
• Receive all payments and apply to existing assessments; differentiate between DOC and COC assessments; track final billings from Court Appointed Attorneys and Guardians ad Litem; prepare daily deposits; close and balance cash drawers; prepare month end in accordance with Wisconsin Statutes and County Procedures.
• Understand and follow Wisconsin Statutes related to review and release of confidential records; handle confidential documents securely.
• Maintain an orderly workflow according to priorities; provide customer service to respond to inquiries about court processes and managing court records; interact with the public tactfully and…