Municipal Court Clerk/Deputy Clerk

The Court Clerk/Deputy Clerk is an integral part of a team which provides excellent customer service, information and resources to Monona residents and customers. Under the direction and supervision of the Municipal Judge, the Court Clerk performs all tasks involving municipal court clerk duties for the Monona Municipal Court and Monona Juvenile Court. Additionally, under the direction of the City Clerk, the Court Clerk/Deputy Clerk provides support for the licensing, elections, and accounting functions of the City Clerk’s office, and provides general administrative support to City Administration. The Court Clerk/Deputy Clerk also performs functions of the City Clerk in their absence.

This position will be open until filled.Court Clerk Duties:

1. Prepare dockets and case files for court, including any applicable orders or appeals paperwork.
2. Create and maintain court calendar and schedule and notice hearings.
3. On court dates, set up the courtroom prior to court, check in defendants, take minutes, and provide defendants with any applicable future court dates or paperwork.
4. Receive and deposit payments.
5. Answer telephones and assist people on municipal court matters.
6. Record case-related data in the Court's electronic case management system, including findings, dispositions and payments.
7. Send out notices, letters, memoranda, and summons regarding hearings, default judgments, collection actions, etc.
8. Complete driver's license suspensions and suspension releases.
9. Transmit traffic citation dispositions and related orders to the Department of Transportation
10. Arrange for interpreter at court, if needed.
11. Complete monthly financial report and reconcile payments.
12. Refer all past due accounts to the collection agency and/or tax intercept.
13. Maintain files, including records retention and records requests.
14. Retrieve and sort mail. secure
15. Complete TIME School Recertification every two years.
16. Maintain court webpage.
17. Miscellaneous duties as requested by the Judge.
18. Miscellaneous duties such as ordering supplies.

Deputy Clerk Duties:

1.  In conjunction with other staff, answer incoming phone calls and respond to or forward phone inquiries to appropriate staff.
2.  In conjunction with other staff, greet persons inquiring at City Hall and provide information or service as needed, including assisting with payments, licenses, applications, voter registration, and voting.
3. Assist City Clerk with the issuance and record-keeping of City licenses. Assist City Clerk with the fulfillment of open records requests.
4. Assist residents in voter registration, absentee ballot requests, and casting in-person absentee ballots.
5. Assist City Clerk in all aspects of election preparation and recording, including polling place setup; poll book creation; absentee ballot generation, mailing, and filing; and election-day duties.
6. Perform administrative support tasks for Department Heads as assigned or requested, such as drafting and proofreading documents, website, and newsletter content; coordinating and assembling mailings; photocopying and faxing; posting meeting agendas; coordinating meetings, and other tasks as requested.
7. File and maintain committee agendas and minutes, ordinances, and resolutions.
8. Coordinate requests for special assessment searches.
9. Collect, sort, distribute, or prepare mail, messages, or courier deliveries; maintain postage meter and coordinate postage funding.

1. Must have a High School diploma or equivalent.
2. Must be at least 18 years old and a citizen of the United States.
3. Must pass a thorough background investigation.
4. Must be able to attend Municipal Court on the first and third Tuesdays of each month and Juvenile Court on the Wednesdays following Municipal Court.  Court begins at 4:00 pm and may sometimes extend into the early evening.  
5. Some knowledge of legal terminology or court processes is preferred.
6. Minimum of 2 years' experience involving computer record keeping, office procedures, and common office computer programs.
7. Knowledge of basic math required; experience with cash management and cashier operations preferred.
8. Ability to speak and understand Spanish is desired. Wage differential considered based on ability.

1. Proficiency with Microsoft Office programs, including Word, Excel, and Outlook
2. Knowledge of or the ability to learn to process fine payments or similar payments made via credit card at a remote location and make the proper entries to show payment was made
3. Ability to use general office equipment including computer, multi-line telephone system, calculator, copy machine, printer, and fax machine
4. Ability to be trained and use the Court's case management software (TIPSS)
5. Ability to be trained and understand the TIME system
6. Ability to manage time, be highly organized, plan work assignments effectively, and complete tasks with minimal direction
7. Excellent verbal communication skills; ability to portray empathy in working with defendants and victims
8. Ability to follow written and oral instructions
9. Ability to use reasoning and exercise judgment to apply general rules to specific problems

Minimum Physical Abilities

1. Ability to sit or stand for long periods of time and to move often from one activity to the next.  Ability to sustain repetitive physical activity (e.g., key entry) and mental activity (e.g., proofreading).
2. Ability to work on a computer for prolonged periods of time.
3. Ability to convey information effectively both on the phone and in person.
4. Ability understand the speech of another person.
5. Ability to see details at close range (within a few feet of the observer).
6. Occasional bending, lifting up to 10 pounds.
   
   

Salary : $55,000