Deputy Clerk of Court-Traffic

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 all regular traffic, adult forfeitures, juvenile forfeitures; including entering on computer, importing citations from TRACS software, scheduling for court proceedings, printing traffic calendars and minute sheets; preparing cases for traffic court; following all cases to completion, including preparing judgments of forfeiture conviction; reports to Department of Transportation, DNR and law enforcement agencies; complete all scanning duties pertaining to primary case types and backup scanning duties for co-workers;
• Issue and process Alcohol or Drug Abuse Assessment paperwork to the appropriate agencies for under-age possession/consumption convictions; track and follow up with suspensions for non-compliance for underage drinking violations; prepare and route OWI assessment forms (Court Orders) to the appropriate parties and agencies for OWI convictions;
• Receptionist - This includes various duties, including advising clients who to see in this office, referring clients to other offices and assisting them with their questions; open and sort mail daily for court staff; answers incoming telephone calls on rotation with co-workers;
• This employee has direct contact with the public multiple times per day through face-to-face and telephone contacts. The nature of these contacts may involve court proceedings, convictions, payment of court ordered obligations, and activity with other State, County or Municipal Agencies. This employee also has direct contact with the professional sector such as Judges, Court Commissioners, Social Workers, Attorneys and other County and State Agencies’ Staff. These contacts are more likely to be complex in nature.
• Primary staff for daily receipting of monies for fines, forfeitures, reimbursement of attorney fees and guardian ad litem fees, reimbursement for court-ordered evaluations, and restitution received for all court-ordered obligations; day-end balancing of all revenue received daily; daily preparation for depositing daily revenue at the bank;
• Process Passports; including accepting applications, verifying completeness, submitting oath to applicants, accept documentation needed, assemble documents according to Federal Government Procedures, prepare transmittal sheets and mail applications with assembled documentation to Passport Agency in traceable media. Employee must study and pass testing for continued agent status on an annual basis;
• Monitor payment of all court ordered obligations; prepare and mail reminder notices to defendants as needed;
• Prepare all court ordered documents for the court’s signature as needed for all collection efforts. Take civil judgments on all non-payment cases and certify all non-payment obligations with WDOR-SDC.
• Perform all manual and automated financial adjustments as needed for accurate bookkeeping practices;
• Prepare invoicing for the County Bookkeeping Office for payments to be made, document outgoing A/P checks and mail payments to recipients;
• Clerk court activities in court for primary case types and as requested by supervisor;
• Prepare all court ordered documents for the court’s signature as needed for traffic and forfeiture cases;
• Responsible for filing and docketing of all documents received for primary case types;
• Prepare and execute Notice of Application of Substitution of Judge and Notice Assigning Judge on primary cases; work closely with assigned Judges for smooth transition;
• Notarize court documents as Deputy Clerk of Circuit Court/Register in Probate as needed;
  

• Answer telephone in rotation with all Clerk of Court Staff;
• Help prepare signature or cash bonds in the absence of the Criminal Clerk;
• Prepare certified copies of documents as requested;
• Check in jurors for jury trials, including answering their questions and giving them directions;
• Perform duty back-up for the other staff members in their absence, if necessary;
• All other duties as requested by the Clerk of Circuit Court/Register in Probate

Qualifications

2 year associate degree with office management type 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 Calendaring and data base entry.
Legal secretarial skills or legal background preferred.

PHYSICAL REQUIREMENTS:
Requires employee to sit in one location for extended periods of time.

Requires employee to perform extensive keyboard entry.

Requires extended periods of time viewing computer monitor.

Requires employee to occasionally lift 20 pounds or less.

Requires full focus/concentration of tasks at hand, to ensure limited liability to Bayfield County.

Supplemental Information

Ability to read, comprehend and follow oral and written instructions; make computations and calculations with skill and accuracy; must be capable of understanding overall agency operational procedures; read and understand Wisconsin State Statutes and Supreme Court Rules; have the ability to work independently and with co-workers; ability to work with public, other State and County Staff, Attorneys, Judges and District Court Administrator; meet multiple timelines; maintain an assigned caseload; must be able to work under general supervision; ability to maintain and practice confidentiality.

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.