Deputy Clerk of Court-Civil/Probate

Description

The purpose of this position is to work directly with the Bayfield County Clerk of Circuit Court/Register in Probate to ensure the responsibilities and duties of the office are maintained at a professional level, and according to the Wisconsin State Statutes.

Examples of Duties

• Case Manager for Family, Civil, Small Claims, Paternity, Complex Forfeitures, Incarcerated Persons, Tax Warrants (DOR and DWD), All Liens, Foreign Judgments, Transcript Judgments and Group File case types. Perform duties according to office policies/procedures, State of Wisconsin Model Recordkeeping Procedures, Wisconsin State Statutes and the Supreme Court Rules. Must exercise professional judgment while working with these cases, especially when alternatives are available within our operating policies, procedures and practices. This may include answering questions or concerns from customers about the Circuit Court, always being aware not to give legal advice;
• May need to assist in issuing civil commitments, subpoenas and other court orders as directed by the Court. ;
• Initiate and facilitate telephonic and video conferencing appearances as directed by the Court;
• Maintain bankruptcy notices and debt discharge notice binder;
• Take minutes in court for all case types designated;
• Prepare and execute Notice of Application of Substitution of Judge and Notice Assigning Judge on responsible cases;
• Contact person to assist Sheriff and successful bidders following sheriff sales in foreclosure cases;
• Open and sort mail daily, as backup to co-worker.;
• Duties relating to Small Claims case management: Responsible for filing new cases and monitoring that they are properly served; sending out forms and instructions as requested by customers; set court dates; docket judgments in a timely fashion (case law reference is 4 hours from entry of judgment by the court) and mail notices of Entry of Judgment and Financial Disclosure forms to parties. Collect appropriate fees.
• Send out forms and instructions regarding the garnishment process when requested; assist individuals through the appropriate procedure; file papers and set court dates, if necessary; collect appropriate fees;
• File satisfactions of judgment; prepare transcripts and writs as requested, prepare judgment docket reports as requested; collect appropriate fees for these services;
• Duties relating to Family, Civil and Paternity Case Management: Responsible for all actions and proceedings with regard to responsible case types;
• Keep a court record of every proceeding in the above cases, including filing the cases and entering on computer all documents filed in every action or proceeding;
• Maintain record of all court activities, which includes keeping a file containing the original documents of each case;
• Responsible for filing and docketing of all documents received, including docketing of civil judgments, prepare transcripts of judgment and writs;
• Prepare and send out notices of hearing dates;
• Prepare court calendar for responsible case types;
• Prepare files for court activities including preparing minute sheets. Clerk proceedings for responsible case types;
• Maintain certain confidential files, including Paternity cases, ensuring confidential information is not disclosed to inappropriate individuals;
• File all exhibits marked in court trials relating to responsible cases; turning large exhibits over to the Clerk who is assigned as Exhibit Coordinator;
• Prepare and send affidavits, statistics and invoices to the Bureau of Vital Statistics on Divorces;
• Scan all documents received for filing on Family, Civil and Small Claims cases;
• Make arrangements for Court Reporter and Family Court Commissioner/Circuit Court Commissioner on cases when Circuit Court Judge is not available;
• Prepare and deliver case file to Clerk of Circuit Court immediately upon filing a Notice of Appeal on any responsible case type;
• Participate in record retention efforts for the office as directed by the Clerk of Circuit Court and according to the Supreme Court Rules;
• Prepare copies for Child Support Office of all orders regarding child support and maintenance and advise Child Support Office of all hearing dates;
• Maintain record of Guardian ad Litem and Attorney Fees to be reimbursed to the county; write letters to collect fees on responsible case types; If fees not received, prepare civil judgment, send entry of judgment to parties and certify the debt with TRIP, photocopy statements and letters and refer to Corporation Counsel, for collection; prepare quarterly accounts receivables report involving unpaid GAL/Attorney fees for Corporation Counsel;
• Furnish forms for domestic abuse, harassment, individual at risk, and child abuse temporary restraining order cases, and assist individuals on procedure for these case types as allowed by Wis. Stats.; File and maintain all TRO cases, filing documents, sending documents for service to the Sheriff office and Dispatch for entry into their TIME system. File all foreign TROs from the Red Cliff Tribal Court and forward documents to Dispatch for entry into their TIME system. Prepare ongoing TRO list for Dispatch to ensure all protection orders are up to date with their records;
• Duties relating to case management of liens, tax warrants, transcripts of judgment, foreign judgments and unemployment/workers comp warrants: Enter and maintain all cases; responsible for verifying all tax warrants entered by Wisconsin Department of Revenue and Division of Workforce Development; assist abstractors & public with using public access computer; prepare judgment docket reports as requested;
• Prepare executions and transcripts of judgment as requested; route executions to Sheriff's Department when requested by Creditor. Collect required fees.
• Work directly with Emergency Detention and Alcohol Commitment cases in all aspects in the absence of the Register in Probate.

• Assist at window in handling receipts for fines and forfeitures when help is needed;
• Answer telephone in rotation with all Clerk of Court Staff;
• Help prepare signature bonds in the absence of the Criminal Clerk;
• Prepare certified copies of documents as requested, collect appropriate fees;
• Check in jurors for jury trials, including answering their questions and giving them directions;
• Prepare civil record searches as requested by the public; collect appropriate fees;
• Process passport applications as backup to co-worker;
• Prepare limited documents for Judge’s signature at the direction of the Circuit Court Judge;
• Do back-up for the other staff members in their absence, if necessary;
• Network Administrator for the office pertaining to CCAP system;
• Maintain Clerk of Circuit Court and Circuit Court webpages within the Bayfield County website;
• All other duties as requested by the Clerk of Circuit Court/Register in Probate.

Qualifications

2 year Associate Degree with office administration focus and 4 years related work experience. Work experience includes proficiency in secretarial skills with emphasis in automated computer bookkeeping, efficiency in Microsoft Word, Excel, Outlook, automated calendar and data base entry. Legal secretarial skills or legal background preferred.

PHYSICAL REQUIREMENTS:

• May require sitting in one location for extended periods of time.
• May require extensive keyboard entry.
• May require extended periods of time viewing computer monitor.
• May require occasional lifting of 30 pounds or less.
• Ability to talk and hear sufficiently to communicate in person and using electronic devices such as a telephone and computer
• Requires full focus/concentration of tasks at hand to ensure limited liability to the County.

Shifts and Work Hours:
Generally, the courthouse is open from 8:00am until 4:00pm, Monday through Friday. Depending upon the position, full-time employees may be scheduled either 37.5 or 40 hours per week.

Shifts for Dispatch personnel will vary, but cover 24-hours per day, 365 days per year. Applicants for these positions must be flexible. .

Insurance:
Health insurance is available to regular employees that work 26 hours per week or more and those that are eligible for participation in the Wisconsin Retirement System. Coverage is effective upon completion of one full calendar month of employment.

Both Disability and Life Insurance are available.
A Section 125 Plan (Flexible Spending) is available.

Sick Leave:
Sick time is accumulated at the rate of eight (8) days per year for full-time employees and is pro-rated based on hours worked for employees working 50% time or more. New employees are provided with 37.5 or 40 hours upon hire (in addition to the monthly allocation), which may be used for any purpose during the first year of employment.

Vacation for full-time employees scheduled 1950 hours per year:
Upon Hire: 37.5 hours
After One (1) year: 75 hours
After Five (5) years: 112.5 hours
After Ten (10) years: 150 hours
After Fifteen (1) years: 187.5 hours

Vacation for full-time employees scheduled 2080 hours per year:
Upon Hire: 40 hours
After One (1) year: 80 hours
After Five (5) years: 120 hours
After Ten (10) years: 160 hours
After Fifteen (1) years: 200 hours

Up to five (5) days equivalent of vacation may be carried over to the next year and must be used within the first 6 months of the new year.

For employees working more than 50% time, but less than full-time, vacation time is pro-rated based upon the regular number of hours scheduled.

Holidays:

New Year's Eve, New Years Day, Memorial Day, Labor Day, Veteran's Day, Spring Holiday (Friday before Easter), Christmas Day, Thanksgiving Day, Day After Thanksgiving, Fourth of July, Christmas Eve

Retirement:
Wisconsin Retirement System (Employee and Employer each contribute).

An optional Deferred Compensation Program is available.

Additional voluntary insurances are available, including: Vision, Dental, Accident, Disability and Critical Care. Premiums are payroll deducted for those who choose to enroll.