What are the responsibilities and job description for the Court Clerk position at Dane County?
COMMITMENT TO EQUITY & INCLUSION
As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality service is a shared goal. All employees must be able to demonstrate multicultural competence – the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women, racial and ethnic minorities, and persons with disabilities are especially encouraged to apply.
DEFINITION
Under general supervision, performs a wide variety of complex legal clerical tasks and responsibilities for judicial administration.
EXAMPLES OF DUTIES
Administrative Roving Court Clerk: Covers absences for other court clerk positions as needed. Areas of coverage may include the judicial court clerks, initial appearance court clerk, jury court clerk, juvenile court clerk and appeals court clerk. (See detailed descriptions listed below for these position descriptions). Supports the Arraignment, Juvenile Court and Judicial Courts. While providing these duties, this position will be responsible for in-court as well as out-of-court duties for the court commissioners in Arraignment and Juvenile Courts, as well as assisting with training new judicial court employees. This position will also be responsible for backup duties that include reviewing and processing all small claims judgements in a timely manner as required by statute.
Appeals Court Clerk: Processes circuit court files accurately, timely, and thoroughly that are appealed to the Court of Appeals by following Wisconsin statutory directives and office policies and procedures; processes Notices of Intent to Pursue Post-conviction/Post-Disposition Relief; enters various liens, executions, foreign judgments, transcripts of judgment and warrants on CCAP; initiates group files for out of state subpoenas, search warrants, oaths and appointments of officials; satisfies liens on CCAP; performs daily deposit duties; boxes, inventories, stores and purges exhibits; reconciles and bills entities that file liens and warrants with billing accounts; serves as back-up for processing judgments for the judgment clerk; as well as backs-up as the jury clerk.
Criminal Court Clerk: Generate amended bail bonds as ordered; immediate processing of in-custody paperwork for the jail; respond to telephone and in-person inquiries which can include problem resolution – often inquiries are from other agencies in the criminal justice system. Work closely with branch office personnel regarding paperwork generated by the court as to accuracy, completeness, etc.; calculate totals of court ordered financial obligations; generate/disburse Presentence Investigation Orders, Competency Orders, Commitment Orders, Orders for Assessment and other miscellaneous orders of the court. Review, sign and disburse all Judgments of Conviction; process Orders for Restitution; apply bail monies to court obligations owed after bail/bond review activity dates; process return of bail money; process bi-weekly restitution payments and receipt payments when time allows.
Collections Court Clerk: Meet with and establish in-house deferred payment agreements with debtors. Send out Final Reminder Notices on past-due accounts. Schedule, clerk and case file follow-up of Attorney Payment Review Hearings; Process Suspensions on Failure to Pay; Notices of Non-Compliance; Orders for Reinstatement and Notices of Compliance. Receipt in payments from individuals in person and via the US Mail. Prepare and refer accounts/cases to collections; enter civil judgments in all cases referred to collections and review account referral acknowledgments upon receipt. Extensive follow-up work with collection agency and request return of accounts as needed. Review, determine eligibility and process attorney appointments through the Criminal Defense Project; attorney appointments in FA and PA cases in which defendants may be found in contempt of court; and for the Ignition Interlock Device Cost Reduction. Process bankruptcy paperwork for all Clerk of Court debt updating court cases and collection activities of same pending bankruptcy action and upon completion. Answer financial inquiries in person, by phone and through the US Mail regarding court obligations.
Financial Court Clerk: After organization and review, receipt in all payments received by the Clerk of Court’s Office which includes payments through the US Mail, Stark Collection Agency, Government Payment Services and Department of Corrections. Problem solves payments as needed and corresponds with defendants/other agencies. Receipt in bail money for warrants after confirmation and process. Verify amount(s) owed and process Orders for Income Assignment for debt at collections. Monitor refund accounts and follow through with action(s) needed. Process Orders for Restitution; apply bail monies to court obligations owed after bail/bond review activity dates and process return of bail money. Back-up to Criminal Court Clerk position, Jury Court Clerk position and Jail/Bail Processing.
Intake Court Clerk: Initiation of all criminal (CF, CM, CT), complex forfeiture (CX), forfeiture (FO) and traffic (TR) cases from a complaint; also initiation of 2nd and subsequent refusal cases. Monitor cases which have not gone to initial appearance court for a variety of reasons and schedule for court as soon as possible. Scheduling of bail/bond hearings at initial appearance sessions and preparation of files for court. Preparation of and after-court processing of all criminal case files from initial appearances and Monday afternoon status conferences. Processing of bench warrants from missed initial appearances and status conferences; initiate forfeiture of bail and follow through to Judgment or reinstatement. Rescheduling of initial appearance and Monday afternoon status conference cases. Receipt of and disbursement of all fingerprint disposition cards to case files. Entry of ATN’s in court cases. Reassignment of court cases in the criminal draw upon request. Back-up to other positions in immediate work area.
Initial Appearance Court Clerk: Attends all Initial Appearance hearings and takes minutes using in-court processing; schedules and revises court calendars; generates court documents; prepares for court hearings; prepares court calendars and notices; maintains electronic time blocks; processes and withdraws warrants; case management; administers oaths to witnesses; marks and maintains control of exhibits during hearings; drafts legal documents; communicates with attorneys, defendants and other agencies; certifies copies of court records; trains new employees; serves as backup for jury clerk; and performs a wide variety of other legal and clerical actions.
Judicial Court Clerk: Prepares and maintains court records, status of cases and other court records; confers with attorneys and judges; receives, identifies and takes custody of exhibits; screens public or attorney calls and disseminates information regarding procedures or status of cases; prepares reports required by judicial or state agencies; certifies copies of court records; takes court minutes (may include in-court processing); prepares for court hearings; schedules and revises court calendars; administers oaths to witnesses; swears in jurors; drafts legal documents; prepares and issues commitments and warrants; trains new employees; serves as backup for other court clerks; and performs a wide variety of other legal and clerical actions.
Jury Court Clerk: Determines the amount of jurors that are required each week for jury trials; prepares and mails summons and questionnaires to jurors on weekly basis; responds to juror inquiries and requests; enters all juror related information into the CCAP jury system; tracks and contacts jurors who fail to appear for court; prepare juror payroll and vouchers; provides weekly juror orientation, including checking in all jurors, juror orientation video and announcements, coordinating and assigning juror panels to judges for trials, providing juror slips and passes; prepares and provides statistical information to Clerk of Court; and maintains office supplies.
Juvenile Intake Court Clerk: Initiation of all Juvenile (JC, JV, TPR, JO) cases from the filing of a petition or ticket. Prepares files, schedules hearings as appropriate and sets files up on CCAP. Appoints attorneys and guardians ad litem as necessary and maintains appointment grids; Attends all hearings before the Court Commissioner and takes minutes using in-court processing; schedule and revise court calendars and distributes on a weekly basis; prepares, dockets and distributes appropriate orders and court notices; provides information and assists the public, attorneys and other government agencies both at the counter and on the telephone. Fills in for branch clerks when available and as needed.
Education, Training and Experience: Any combination equivalent to high school graduation and three years of progressively responsible clerical and typing or keying experience, including one year of clerical experience in a court system, law office or related work environment with substantial responsibility for identifying, processing and preparing a wide variety of legal papers associated with court actions; or a minimum of a two-year degree in a related field (paralegal, legal secretary, judicial court reporting). Word processing (preferably Microsoft Word) and lead work experience is preferred. Individuals who meet the minimum qualifications must also pass a Microsoft Word, Excel and Language tests with 70% accuracy.Special Requirements: May be infrequently required to be available for night and weekend work as required.
Background Check Statement: Some positions may require a criminal background check which can include fingerprinting due to the nature of the job’s responsibilities. Wisconsin’s Fair Employment Law, s. 111.31 – 111.395, Wis. Stats., prohibits discrimination because of an arrest or conviction record. However, Dane County may disqualify an applicant if the position’s responsibilities are substantially related to the applicant’s criminal history (e.g., the nature of the crime and its relationship to the position, whether hiring, transferring or promoting an applicant would pose an unreasonable risk to the business, its employees, customers and vendors, etc.) Management reserves the right to make employment contingent upon successful completion of the background check.
For Bilingual Positions:
- Provide services in both English and the required foreign language (e.g., Spanish, Arabic, Hmong, etc.).
- Applicants being considered for bilingual positions will be tested during the recruitment process prior to employment. This will primarily consist of passing an oral language proficiency assessment from English to foreign language and foreign language to English, but may require additional language testing, such as written translation, if it is an essential function of the job.
* If applicable, individuals may confirm with the Employee Relations Division whether results of bilingual language certifications/ examinations they currently hold qualify them for the position’s bilingual designation.
Physical and Environmental Work Requirements:
Professional office work environment. Ability to exert physical effort in moderate work including lifting, carrying, pushing, pulling and moving up to 50 pounds. Ability to repetitively bend, squat, kneel and stoop to floor level. Manual dexterity using fine and gross motor skills. Good visual acuity and hearing with or without corrective devices. Prolonged periods of computer use. Ability to type for extended periods of time.
Knowledge of or ability to master court practices and procedures, legal documents and terminology, and modern office practices and techniques; ability to maintain accurate legal records; ability to master legal requirements for court record keeping; ability to interpret and apply policies, regulations and procedures; ability to handle a wide variety of assignments; ability to exercise independent judgment and to keep appropriate court matters confidential; ability to operate standard office machines including word processing equipment and to meet high standards in keying speed and accuracy; ability to spell and use good grammar in both oral and written communications; ability to establish and maintain effective relationships with co-workers and the public; ability to deal effectively with a large volume of cases and may be accountable for the receipt and disbursement of large sums of money; and ability to communicate effectively; and ability to type neatly and accurately.
Salary : $33 - $35
