Part-Time Deputy Clerk
Join our dedicated Court Services Team and play a vital role in supporting judicial operations with accuracy, integrity, and a strong commitment to public service.
The Part-Time Deputy Clerk (20 hours per week) is responsible for all court files and court records and are the interface between the Courts and the public, law enforcement, lawyers and other Departments involved in the Court system. Deputy Court Clerks draft, prepare, accept, process, manage and monitor court orders, court documents, legal forms and correspondence; schedule and clerk all Court hearings; determine and monitor deadlines. Performs intermediate administrative support and researches Wisconsin State Statutes, ordinances, local rules, Supreme Court Rules and other applicable regulations and apply the appropriate legal provisions to ensure accuracy and compliance. Deputy Clerks analyze facts, statutes and exercise sound judgment to arrive at conclusions that are appropriate and within statutory guidelines. Assists in access to and use of the Court system and database; explain court processes and procedures; and provide information regarding available resources.
The anticipated starting wage is between $24.36/hr and $25.72/hr.
**In addition to hourly rate, part-time positions will receive $2.55 per hour in lieu of fringe rate.**
Primary Responsibilities
The following duties are primarily performed and which are essential for this position. Employees are expected to be able to perform each of these job duties satisfactorily and successfully to be qualified for the position. Other duties may be required and assigned.
- Utilizes the Wisconsin Court System database to create, manage and monitor Court case/records from initial filing through disposition, retention and/or destruction; Researches and applies state statutes, Supreme Court Rules, ordinances, local rules and other applicable regulations specific to each case/record type during each stage of its progression through the court system which includes, but is not limited to: determining filing, notice and scheduling deadlines; venue, filing and notice requirements; confidentiality; parties’ access to a case.
- Prepares, creates, reviews and distributes court orders, judgments, warrants/capias, and other documents for judges, court commissioner or staff signature. Interprets and verifies statutory authority in preparation of court orders and other court documents; enters and disposes of cases; distributes paperwork to agencies, attorneys, and individuals. Electronically files proposed orders and documents that must be prepared outside the state court database for judicial review and/or signature utilizing the Non-Party E-filing portal on the Wisconsin State Court website.
- Clerks all circuit court hearings, including conducting scheduling conferences. Creates accurate court minutes in the court file; administers oaths to witnesses; collects and marks exhibits; schedules future court dates; operates courtroom technology/equipment; professionally communicates with all parties in the courtroom.
- Schedules and reschedules cases in accordance with statutory deadlines and notice requirements pursuant to Wisconsin State Statutes, ordinances and local rules; coordinates scheduling with the District Attorney’s Office, Corporation Counsel, City Attorney, Public Defender’s Office, Child Support Agency, Dunn County Human Services, other attorneys and self-represented litigants; prepares Notices of Hearings including designated methods of appearance and distributes to parties. Schedules interpreters for all court proceedings involving non-English speaking or deaf individuals. Assists with coordinating yearly schedule for the Court Commissioner and/or mediator.
- Assigns Guardians ad Litems and adversary counsel pursuant to Wisconsin Statutes; prepares orders for payment of Guardian ad Litem/adversary counsel services.
- Prepares and distributes accountings, report forms and guidelines annually to guardians; reviews accounts and reports for accuracy and completeness when filed; follows up on overdue accounts and reports.
- Maintains inventory and orders office supplies, forms, and equipment. Enters ordered supplies into the county’s financial software system (SAP). Makes fiscally responsible decisions when placing orders to ensure purchases are within the allotted budgeted amount each year.
- Maintains jury pools and panels; issues summonses and trial dates; assembles jury panels, qualifies and excuses jurors; prepares vouchers for jury payments; communicates with attorneys, jurors, jury bailiffs and agencies regarding jury schedules; performs numerous follow-up tasks with jurors.
- Conducts public record searches and criminal background checks; facilitates access to, certifies and provides copies of court files/documents, including monthly reports for cases filed; processes and executes substitutions of judge, judicial transfers and assignments; monitors and maintains court exhibits, retention and destruction of exhibits and court files. Prepares cases for appeal to the Court of Appeals and the State Supreme Court, including compilation of the electronic court record and notification to attorneys prior to submission of the file to a higher court.
- Assists self-represented litigants through provision of guidelines, available resource information handouts, direction to on-line resources; re-directs individuals to other county, city, state and federal departments as appropriate; addresses language barriers and utilizes resources to effectively communicate with non-English speakers. Reviews documents presented for filing with the individual filer for completeness. Answers and screens incoming telephone calls, responds to court e-mail, timely processes incoming and outgoing mail and faxes.
- Receives payments for fines, fees, costs and forfeitures; processes down payments and final payments in Sheriff’s Sales; determines and collects applicable filing fees for initial case filings and subsequent motions, record searches, copy fees and certification fees dependent on case type. Creates financial assessments and payment plans within the court cases; interviews individuals for eligibility of payment plans; satisfies judgments; prepares drivers’ license reinstatement forms upon payment or approved application of payment plan; refers individuals to collection agency for past due debts. Completes daily deposit as requested, and securely delivers bank deposit to the appropriate financial institution.
- Deputized as Deputy Register in Probate/Probate Registrar.
- Performs other duties of a comparable level/type, as assigned.
Minimum Qualifications
EDUCATION AND/OR EXPERIENCE REQUIREMENTS
• Associate’s degree in Paralegal, Business Administration, or other related field.
• Minimum of two (2) years of experience as a paralegal or other related field.
LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS
MINIMUM KNOWLEDGE, SKILLS AND ABILITIES QUALIFICATIONS
In order to perform the duties of the position (listed above) the following knowledge, skills, and abilities are essential for the Deputy Clerk to possess.
• Thorough knowledge of related industry, organization and department policies, practices and procedures; legal guide, best practices, ordinance and laws.
• Thorough knowledge of court rules and procedures related to records retention and processing.
• General knowledge of legal research.
• Thorough knowledge of standard office equipment, standard office and accounting software and the County financial system.
• Ability to follow Dunn County policies and procedures.
• Ability to manage time effectively, manage multiple projects, and complete work within established deadlines.
• Ability to make mathematic computations, compute rates, ratios and percentages.
• Ability to establish and maintain effective working relationships with judges, court personnel, attorneys, law enforcement, co-workers and the general public.
• Ability to work the allocated hours of the position.
MINIMUM LANGUAGE SKILLS QUALIFICATIONS
In order to perform the duties of the position (listed above) the following language skills are essential for the Deputy Clerk to possess.
• Ability to communicate clearly and effectively with other staff members, supervisors, and community members in written and verbal form.
• English skills (oral, written and comprehension) sufficient to effectively communicate with all internal and external customers.
MINIMUM REASONING ABILITY QUALIFICATIONS
In order to perform the duties of the position (listed above) the following reasoning abilities are essential for the Deputy Clerk to possess.
• Ability to understand and effectively carry out verbal and written instructions.
• Must have ability to work accurately with attention to detail.
• Ability to prepare and maintain accurate and concise records and reports.
MINIMUM MATHEMATICAL ABILITY QUALIFICATIONS
In order to perform the duties of the position (listed above) the following mathematical skills are essential for the Deputy Clerk to possess.
• Ability to make arithmetic computations using whole numbers, fractions and decimals.
• Ability to compute rates, ratios and percentages.
In evaluating candidates for this position, Dunn County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
• Associate’s degree in Paralegal, Business Administration, or other related field.
• Minimum of two (2) years of experience as a paralegal or other related field.
LICENSES, CERTIFICATIONS, AND OTHER REQUIREMENTS
MINIMUM KNOWLEDGE, SKILLS AND ABILITIES QUALIFICATIONS
In order to perform the duties of the position (listed above) the following knowledge, skills, and abilities are essential for the Deputy Clerk to possess.
• Thorough knowledge of related industry, organization and department policies, practices and procedures; legal guide, best practices, ordinance and laws.
• Thorough knowledge of court rules and procedures related to records retention and processing.
• General knowledge of legal research.
• Thorough knowledge of standard office equipment, standard office and accounting software and the County financial system.
• Ability to follow Dunn County policies and procedures.
• Ability to manage time effectively, manage multiple projects, and complete work within established deadlines.
• Ability to make mathematic computations, compute rates, ratios and percentages.
• Ability to establish and maintain effective working relationships with judges, court personnel, attorneys, law enforcement, co-workers and the general public.
• Ability to work the allocated hours of the position.
MINIMUM LANGUAGE SKILLS QUALIFICATIONS
In order to perform the duties of the position (listed above) the following language skills are essential for the Deputy Clerk to possess.
• Ability to communicate clearly and effectively with other staff members, supervisors, and community members in written and verbal form.
• English skills (oral, written and comprehension) sufficient to effectively communicate with all internal and external customers.
MINIMUM REASONING ABILITY QUALIFICATIONS
In order to perform the duties of the position (listed above) the following reasoning abilities are essential for the Deputy Clerk to possess.
• Ability to understand and effectively carry out verbal and written instructions.
• Must have ability to work accurately with attention to detail.
• Ability to prepare and maintain accurate and concise records and reports.
MINIMUM MATHEMATICAL ABILITY QUALIFICATIONS
In order to perform the duties of the position (listed above) the following mathematical skills are essential for the Deputy Clerk to possess.
• Ability to make arithmetic computations using whole numbers, fractions and decimals.
• Ability to compute rates, ratios and percentages.
In evaluating candidates for this position, Dunn County may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Physical and Work Environment
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Human Resources.
PHYSICAL REQUIREMENTS
- Physical effort will typically require infrequent exertion of objects weighing up to 10-50 pounds.
- Work continuously requires speaking or hearing; frequently requires sitting, standing, walking, using hands to key, handle or feel, and reaching with hands and arms; occasionally requires stooping, kneeling, crouching, crawling, climbing or balancing and reaching with hands and arms.
- Work has standard vision requirements.
- Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
- Hearing is required to perceive information at normal spoken word levels.
- Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
- Work has minimal environmental risks.
- Work is generally in a moderately noisy location (e.g. business office, moderate traffic).
WORK ENVIRONMENT
- Work is primarily in an office setting.
- Job duties may involve contact with the public that may become hostile, irate or verbally abusive.
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company, and is subject to change by the employer as the needs of the employer and requirements of the job change.
