The Court Clerk position, under varying levels of supervision, performs a wide range of case processing duties and is assigned to perform courtroom duties. The Court Clerk is primarily responsible for providing immediate, in-court services to the judiciary, general public, attorneys, and other government agencies.
Clerks perform difficult paralegal work in support of one or more operational functions, requiring the application of policies and procedures and the use of legal rules and codes. They may assist the public in stressful situations referring them to sources of information such as policies, procedures, rules and codes.
Clerks are assigned specific areas of responsibility and provide input to the unit or team on how their work processes can be improved to enhance efficiency, accuracy, and customer service. While the position requires knowledge for a specific case type (ie. civil, family, paternity, small claims, juvenile, traffic, forfeiture, and/or criminal), it also requires a comprehensive knowledge of court practices and procedures as it relates to other areas.
This position is distinguished from the next higher class of Senior Court Clerk in that incumbents assigned to the Senior level are experienced in specialized complex case processing and/or courtroom duties, and when assigned to the courtroom, are able to function independently. This is the journey-level position.
* The Court Clerk is responsible for memorializing court proceedings in real time by attending and actively listening to all court sessions, administering oaths to witnesses, juries, bailiffs and interpreters and maintaining exhibits offered in a courtroom as evidence. The function performed by this position ensures an objective record of events in order to facilitate the judicial process. Maintains neutral during highly volatile and stressful proceedings.
* Required to multi-task during court proceedings; while performing the above function, must also continuously scan the courtroom for possible threats, risks or hazards to operate panic button or inform the Court, operate additional video and audio equipment, and operate digital recording equipment. Maintain communications with Clerk of Courts office and court official.
* Maintain and adjust court calendars, creating and scheduling events, verifying case allotments, and communicate recommendations to the court when conflicts arise.
* Research, provide analysis of pending matters and provide necessary documents to the Court in a timely manner.
* Review case pending matters for specific documents; create orders if required and other events to ensure completion/disposition.
* Acts as liaison to private attorneys, District attorney's office, Corporation Counsel for the court to ensure proceedings run smoothly.
* Interviews and assess readiness of litigants before court hearings. Report to the judiciary of findings.
* Presides over initial small claims court appearances; calls cases, reset contested matters and renders default judgments as appropriate.
* Initiate and maintain case files, verifies required documents are e-filed appropriately according to statute, case files are secure and proceeding toward timely disposition. Rejects documents which do not meet the standards.
* Initiates and prepares notices of court proceedings, written court judgments and ensures execution of court orders.
* Schedules court proceedings, prepares written notice of proceeding and notifies litigants of hearing date.
* Dockets liens, judgments and tax warrants. Issues transcripts of judgments, execution of judgments, writs and issues warrants/suspends driver's licenses.
* Prepares a variety of complex legal papers such as jury verdicts, commitments, judgments, warrants, orders of transfer, notices of case rescheduling, appeals, bonds conditions, judgment of convictions, compile pre-sentence investigation data, assessments, revocations/suspensions, and civil judgments.
* After preparation of court documents and notices, must disseminate to the appropriate agencies; County Jail, Dept. of Corrections, Probation & Parole, Dept. of Transportation, Dept. of Human Services, local agencies, attorneys, or defendants.
* Transcribe dictation of legal documents.
* Receive, process and issue voluminous court documents including, but not limited to, jail releases, warrants, and protective orders.
* Compose correspondence on court issues to appropriate state, county and local agencies to resolve and clarify case information as needed.
* Produces legal documents without supervision or review, which could violate a person's civil liberties and freedom, which could put the county in jeopardy for civil litigation.
* Creates complex financial assessments in case management.
* Confers with attorneys, litigants and citizens with inquiries and requests made in person, in writing or by telephone. Explains procedures, court forms and verifies information.
* Apply rules of Wisconsin Appellate Procedure; maintain timeliness and proper procedural flow, and prepare records for transmittal to Court of Appeals. Electronically transfer appeals to the Supreme Court/Court of Appeals.
* Maintains exhibits and receives inventories and disposes of exhibits according to law.
* Assist in the training and/or cross-training of deputy clerks.
* Remain knowledgeable on changes and enhancements to the eFiling system.
* Assist attorneys and litigants with eFiling questions and troubleshooting.
* Identify software and hardware issues and work with the appropriate vender to resolve.
* Triage telephone calls from the general public, attorneys, police agencies, other governmental agencies responding to inquires accurately and independently or referring as needed to the proper party.
* Respond to incoming requests for services not provided by the Clerk of Courts department by referring court users to other resources, including county agencies, legal aid services, state agencies, and other public and private social services.
* Serves as backup to the Senior Court Clerk when required.
* In absence of manager; monitors and executes scheduling of emergency hearings, custodies, and other time sensitive hearings.
* Other duties as assigned by the Clerk of Courts.
The incumbent is not given daily assignments by a supervisor. They are trained and cross-trained in duties that they are expected to prioritize and accomplish within statutory deadlines. The incumbent works independently within those parameters. A case manager reviews samples of work periodically. The state also reviews samples of the department work. Work product is published in real time immediately.
Receives direct supervision by the Court Supervisor(s), Deputy Clerk of Courts, and Clerk of Circuit Court.
* Minimum of an Associates Degree from an accredited college.
* One (1) to three (3) years clerical experience, preferable in a legal or judicial office. Any equivalent combination of experience and post secondary education, which provides the required skills, abilities, and knowledge, will also be considered.
* Prompt and regular attendance.
* Appointment will be conditional upon successful completion of a criminal background check.
* Computer experience, keyboarding and word processing experience is required.
Knowledge Skills & Abilities
* Ability to understand and follow directions.
* Ability to follow established work rules, policies and procedures and able to exercise a certain amount of independent decision making in accordance thereof.
* Ability to effectively communicate in both oral and written form to convey information effectively.
* Ability to organize and systematically handle a large volume of information, documents, and files
* Ability to proofread and edit work for accuracy and detail under critical deadlines
* Ability to promote impartial administration of the judicial system
* Ability to work well under stressful conditions
* Ability to take quick, accurate, and legible minutes
* Ability to maintain confidentiality of sensitive, personal, and graphic/explicit materials and information.
* Ability to administer oaths, affirmations and contents of court documents to court partners
* Ability to operate standard office equipment and software programs.
* Ability to work with defendants and parties who may not communicate effectively and might be angry or use other demeaning behavior.
* Ability to communicate in a courteous, effective, and professional manner with other employees and the general public.
* Ability to work the allocated hours of the position, which may include occasional nights, weekends and holidays dependent on the Court's needs.
* Knowledge of the Circuit Court, court practices, and legal terminology.
* Must be able to perform moderately difficult bookkeeping and record keeping responsibilities.
Work is performed in a high-volume, fast-paced large office setting with frequent interruptions and time pressures. Typical courtroom setting has frequent highly emotional, stressful situations.
The appointment of an employee to this position is made in accordance to Wisconsin Statute 59.40. Every Clerk of Circuit Court shall appoint one or more deputies and the appointments shall be approved by the majority of circuit court judges for the County, but shall be revocable by the Clerk at pleasure. The appointments and revocations shall be in writing and shall be filed in the Clerk's office.
This description has been prepared to assist in properly evaluating various classes of responsibilities, skills, working conditions, etc., present in the classification. It is intended to indicate the kinds of tasks and characteristic levels of work difficulty that will be required of positions that will be given this title. It is not intended as a complete list of specific duties and responsibilities; nor, is it intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of a similar kind and level of difficulty.
- Audio Equipments
- Case Management
- Claim Processing