Deputy Clerk of Court

Deputy Clerk of Court

Salary

$26.00 - $28.26 Hourly

Location

Courthouse, 51 S. Main St., Janesville, WI

Job Type

Full Time

Job Number

RC-0805227

Department

Clerk of Court

Opening Date

06/09/2026

Closing Date

6/14/2026 5:00 PM Central

• Description
• Benefits

Position Summary and Job Duties

Deputized by the Clerk of Circuit Court to perform and discharge statutory duties in accordance with Wis. Stat. §59.40, this position serves a critical role in supporting the effective operation of the court. In the absence of the Clerk of Circuit Court and Chief Deputy, the Deputy Clerk may assume responsibility for office operations. Under general supervision, the Deputy Clerk performs a broad range of complex legal clerical and administrative duties with a high degree of accuracy, professionalism, and customer service. Responsibilities include maintaining and managing the official court record, processing cases, and providing courtroom support to ensure efficient judicial proceedings. The position requires the ability to independently resolve complex and sensitive issues that impact daily court functions, while exercising sound judgment and maintaining strict confidentiality. The Deputy Clerk maintains effective and professional working relationships with judges, court staff, attorneys, law enforcement, partner agencies, and the public. All duties are performed in accordance with applicable statutes, court rules, and office procedures, and are subject to review and approval by the Clerk of Circuit Court.

60% Represent the Court System Through Effective Customer Service, Communication & Coordination:

• Provide support at the customer service windows by greeting the public, answering questions, and providing accurate procedural information, or by directing them to appropriate websites and resources for complex filings or inquiries beyond basic procedural assistance.
• Maintain current knowledge of applicable statutes, local rules, policies, and procedures; provide accurate information and guidance upon request.
• De-escalate difficult interactions while maintaining professionalism and neutrality.
• Receive and process payments for filing fees, citations, and other court-ordered assessments; reconcile and maintain an accurate daily cash drawer.
• Respond to inquiries in person, by phone, and electronically.
• Communicate and relay information accurately between judges, court commissioners, attorneys, law enforcement, and other justice system stakeholders.
• Serve as a cross-functional resource by providing support across different areas within the division, ensuring efficient operations for all case types.

20% Clerk in Court for Court Commissioners & Circuit Court Judges:

• Coordinate scheduling information and court dates.
• Prepare and maintain the daily court calendar.
• Maintain accurate minute entries of each court proceeding; including but not limited to: date/time, appearances, brief statement of the nature of the proceeding, court findings, and court orders.
• Administer oaths to witnesses, interpreters, bailiffs, and jurors.
• Assist court officials with the preparation and drafting of orders and documents, and providing support on any other real-time procedural needs of the courtroom.
• Receive, mark, and process exhibits presented to the court, including documenting their status (e.g., received, withdrawn, denied), and ensure all exhibits are properly organized, tracked, and accounted for.

15% Case Processing & Record Management §59.40(2):

• Review, authenticate, and process all incoming legal documents for new and existing cases. Accurately and timely process each incoming document by reviewing content, receipting applicable payment, scanning into the Consolidated Court Automation Program (CCAP), naming document and adding additional text as mandated by internal processes, following statutory confidentiality requirements, and routing to proper party/court following local procedures and guidelines.
• Open/build new case files within the CCAP, ensuring precise entry of parties, charges, moving documents, and hearing dates.
• Prepare, witness, and distribute critical legal instruments, including but not limited to: writs, warrants, bonds, judgments, certified/exemplified copies, and statutory notices. Following court proceedings, accurately report and docket judgments, and initiate post-judgment enforcement actions as required.
• Audit court records for accuracy and completeness prior to case closure, ensuring the long-term preservation and eventual disposal of records in strict accordance with Supreme Court Rules (SCR) Chapter 72 and statutory retention schedules.
• Calculate, receive, and receipt all statutory fees, fines, and court-ordered payments. Maintain a meticulous record of all monies paid into the Clerk of Court's office, ensuring proper linking of financial transactions to the appropriate case and party.
• Execute the conversion of physical documents to electronic format through high-volume imaging. Apply detailed court record events and ensure strict adherence to statutory confidentiality requirements (e.g., juvenile, mental health, sealed records, etc.) during the naming process.

5% Other duties as assigned.

Success Factors (KSAs)

• Considerable knowledge of court practices, terminology and procedures.
• Considerable knowledge of the purpose, function and scope of the circuit court.
• Working knowledge of the statutory powers and limitations of the circuit court.
• Ability to maintain composure with disgruntled parties and erratic human behavior.
• Ability to establish and maintain effective and professional public and working relationships.
• Ability to embrace and adapt to changing responsibilities and assignments.
• Aptitude for writing mechanics and grammar; detail-oriented with quality standards.
• Ability to comprehend and comply with oral and written directives.
• Self-managing; ability to effectively direct own activities toward the timely achievement of office objectives.
• Proficient computer software knowledge and expertise of modern office methods and practices.

Job Requirements, Education, Training & Experience

• Associate degree - legal administrative professional / administrative professional, or an equivalent combination of training and experience.
• Four (4) or more years of responsible administrative professional experience; court setting or legal field preferred.
• Ability to type forty (40) net words per minute.

Essential Job Functions (physical elements, equipment and working conditions)

• Ability to maintain focus in large office setting with background noise and constant interruptions.
• Repetitive hand/arm motions.
• Ability to stand for extended periods of time at service counter.
• Ability to sit for extended periods of time during court proceedings.
• Ability to climb and crouch to retrieve files.
• Ability to move throughout the building for court proceedings and retrieve files.
• Ability to lift and/or carry up to 25 lbs.
• Ability to use office equipment.

Rock County Employee

Facts and Benefits Highlights

• Rock County historic and cultural attractions:Rock County is in south Central Wisconsin along the Illinois border. The County has a population of 161,188 making it the ninth largest County in Wisconsin. Janesville, Wisconsin (pop. 64,009) is the county seat. Janesville is located on the I39/90 corridor, forty miles south of Madison, seventy-six miles west of Milwaukee and about two hours from Chicago.

Rock County's many historic and cultural attractions include the City of Evansville historic district, Beloit College (an acclaimed liberal arts institution located in the City of Beloit) and the City of Janesville's Rotary Botanical Gardens and Tallman House (an exceptional example of Italian villa style architecture from the mid 1850's).

The Cities of Janesville and Beloit have a combined symphony orchestra, as well as individual performing arts centers. The Rock County Fair and Riverfest are regional cultural celebrations held every summer in the Cities of Janesville and Beloit respectively. These Cities both have extensive park and open space networks, including portions of the Ice Age National Scenic Trail, a Statewide trail commemorating the State's geologic history. Additionally, the Rock River runs through these Cities, offering many recreational opportunities.

• Salary:

Rock County has updated their pay grid in 2023 and it has 14 steps for every classification. Below is the link to locate the compensation grid and see each of the classifications that Rock County has to offer.

https://www.co.rock.wi.us/departments/human-resources/compens

Employees are paid every two weeks on Friday (26 checks in a year). Paychecks are directly deposited in the employee's bank account. There is a two-week delay between the pay period worked and the payday. New employees generally wait four weeks before they receive their first check, which is a live paper check. Direct deposit is a requirement of employment.

• Holidays (Ordinance 18.501):

The following holidays are observed by the County and shall be granted to regular employees with pay and to temporary employees without pay, unless such employees are required to be on scheduled work:

(a) New Years Day

(b) Martin Luther King Jr. Day

(c) Spring Holiday to be observed the Friday immediately preceding Easter

(d) Memorial Day

(f) July 4th

(g) Labor Day

(h) Thanksgiving Day

(i) Friday following Thanksgiving

(j) Day before Christmas

(k) Christmas Day

(l) One Floating Holiday

(m) Any additional holiday granted by the County Board.

(n) The County Administrator may designate additional holidays in unusual circumstances with the approval of the County Board Chair and/or Vice Chair.

For employees working the standard work schedule, when a holiday falls on Saturday, it shall be observed on the preceding Friday. When a holiday falls on a Sunday, the following Monday shall be observed.

For employees not working the standard work schedule see the HR Policies and Procedures.

• Vacation (Policy & Procedure Manual 5.47):

Employees (.4 FTE or greater) hired on or after April 10, 2023, shall earn vacation according to the following schedule:

• Health Insurance including our Wellness component:

Rock County offers a dual choice point of service plan. Employees will have a choice to elect coverage with either Dean Health Care or Mercy Health Care. Employees can enroll within the first 30 days of employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. The County will pay 90% of the premium for health insurance and the Employee may earn the remaining 10% of the premium, based on the terms of participation of the Healthy Employee Incentive Program.

• Sick Leave (Policy 5.39):

Sick leave pay shall commence on the first day of any period of illness due to accident, injury, or disease.

All full-time employees shall earn one sick leave day per month of continuous employment. All part-time employees whose regular workweek is sixteen hours or more shall earn one sick leave day on a prorated basis directly in relation to the normal full time employment period. All part-time employees, who work less than sixteen hours per week, shall not earn sick leave. Temporary and seasonal employees are not eligible for sick leave. Sick leave shall accrue to a maximum of one hundred thirty days.

• Dental Plan:

The County offers a dental plan through Delta Dental and will pay 60% of the applicable

premium for the lowest cost plan. Employees can enroll within the first 30 days of

employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Vision Plan:

The County offers a vision plan which employees can enroll in at their own cost. Employees

can enroll within the first 30 days of employment, after that there is an annual open enrollment

period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made.

Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Life Insurance:

The County provides term life insurance through the State of Wisconsin Plan. Employees can purchase insurance in increments based on their salary, up to five times their salary. The County will contribute 20% of the cost for the first increment only - one times the employee's salary. Employees can also purchase coverage for their spouse and/or children.

• Eligibility for this benefit is tied to whether the employee is eligible for retirement benefits. (You must be expected to work for at least 12 months and 1200 hours, or have previously qualified for the WRS)
• Voluntary Benefits:

The County offers voluntary benefits which employees can enroll in at their own cost. Employees

can enroll within the first 30 days of employment, after that there is an annual open enrollment

period in the fall. Voluntary benefits may include: Disability, Hospital indemnity, Supplemental Life, Critical Illness, and Accident Insurance. Employees are responsible for 100% of the premiums for any voluntary benefits elected. Deductions are taken post tax. Please visit the Human Resources intranet page for more information.

• Deferred Compensation:

Employees can participate in one of the identified deferred compensation plans (Nationwide, Wisconsin Deferred Comp, and Security Benefits) at their own cost.

• Flexible Spending Account (Medical and Dependent Care):

Employees can elect to put an annually IRS established amount into a flexible spending account through (EBC) to pay for their own non-reimbursed medical care expenses. Employees can also put in up to $5,000 for dependent care accounts.

If you leave County employment, you have ninety (90) days to submit expenses incurred prior to your last day.

• Retirement:

Rock County participates in the Wisconsin Retirement System (WRS). Eligible employees are required to participate. What an employee receives at retirement is dependent upon several factors - age, length of service, salary.

Rock County and the employee make equal contributions to the Wisconsin Retirement System on behalf of the employer. The contribution rate is addressed in the employment letter.

Employees in protective status have the percentage contributions defined in their respective collective bargaining units.

Employees who have questions about their retirement benefits should contact WRS.

• Bereavement Leave (Policy 5.04):

In the event of a death an employee may be excused from work without loss of pay for up to a maximum of thirty-two (32) hours annually for the purpose of attending a person's wake, visitation, memorial service, funeral, or make necessary arrangements regarding the person's death, within a reasonable time after the occurrence. Reasonable time after the occurrence is defined as within six (6) months from the date of death.

No more than (32) hours can be used for the same decedent.

If additional time is required beyond the thirty-two (32) hours annually, an employee may request to use accumulated vacation, holiday, or comp-time. Sick leave can be used for a parent, spouse, or child only.

Bereavement leave cannot be accrued from one year to the next.

Bereavement leave can be used in increments of quarter hours.

A second or third shift employee may be excused from work the scheduled shift before or after the event, provided the shift begins or ends on the same calendar date of the event.

All leaves under this section shall be prorated based upon the employee's FTE.

• EAP:

The County provides an Employee Assistance Program (EAP) for employees to use for all kinds of personal and professional assistance. In the case of counseling, professional counselors are available 24 hours a day, 7 days a week. An employee can establish a relationship with a counselor over the phone or set up an in-person appointment with a counselor in the area. As of March 1, 2022, the EAP program will pay for up to six visits.

• Parking:

The County provides free parking at all its facilities.

• Workplace Attire (Policy & Procedures 5.53):

All Rock County employees are expected to present a professional, businesslike image to clients, visitors, customers, and the public. Acceptable personal appearance, like proper maintenance of work areas, is an ongoing requirement of employment with the County. Supervisors should communicate any department-specific workplace attire and grooming guidelines to staff members during new-hire orientation and evaluation periods. Any questions about the department's guidelines for attire should be discussed with the immediate supervisor.

• Employee Identification Badge (Policy & Procedure 5.08)

All Rock County employees shall have and display, an identification badge while conducting official County business. Minimal exceptions, for safety reasons, may be approved by Department Heads.

• Smoking:

All County buildings are smoke free. By County Ordinance anyone visiting or working in any County building is prohibited from smoking closer than 30 feet from any building entrance. The Ordinance also makes the entire Rock Haven Nursing Home a smoke free "campus."

Prior to new hire orientation, please access policy documents here: https://www.co.rock.wi.us/hr

Active Employees: For full policy documents, please visit the Human Resources Intranet page, "Personnel Ordinance" and "Policy & Procedure Manual". https://www.co.rock.wi.us/rchr/

Please note, you may also be subject to department specific work rules.

Still have questions? Call us! Human Resources: 608-757-5520

Employer Rock County

Address 51 S.Main Street

Janesville, Wisconsin, 53545

Phone (608) 757-5520