Court Services Clerk

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

The Court Services Clerk position is one of the initial points of contact that provide the general public, attorneys and other government agencies access to the court system and to the services provided by the Clerk of Courts Office.

The Court Services Clerk is primarily responsible for providing immediate, personal court-related services to the general public, attorneys and other government agencies. The position requires a comprehensive knowledge of court practices and procedures as it relates to diverse case types:  civil, family, paternity, small claims, traffic, forfeiture and criminal. The clerk must efficiently transfer knowledge to a particular situation and perform duties in the presence of the patron while they wait at the window. 

Court Services Clerks are assigned many administrative duties which are governed by time constraints mandated by state statute or by upcoming court dates. Each position has additional daily administrative duties for which they are responsible. These duties must be completed while dealing with the public and other court staff who need assistance.

Under direction, performs a wide variety of responsible and complex legal clerical duties necessary to judicial administration; and related work as required. Incumbents normally must undergo an initial training period performing a limited number of less complex legal clerical duties and progressing with continued training to performing the full range of duties at the objective level at the end of the training period.

EXAMPLES OF DUTIES

Greet customers daily; determine the nature of customer visit and service being sought. Determine if customer is filing proper documentation, paying appropriate fees and advise as to proper filing requirements and/or service per state statutes. Determine indigency status as provided by state statutes. Process new filings for civil, family and paternity cases (set up case, assign judge, determine and receipt appropriate filing fee). Process new small claims cases (assign case number, assign return/hearing dates, determine and receipt appropriate filing fee). Review and process new eFiling cases. Process interim filings (i.e. motions, affidavits, jury requests) and determine appropriate disbursement of the documents. Docket and scan requests, set cases for hearings, satisfy judgments, produce transcripts and produce writs when determined appropriate or as ordered by the court. Perform after-court criminal/traffic processing (i.e. calculate fines, costs, appropriate surcharges and restitution; prepare payment envelopes; determine the status of cash bail posted if appropriate; produce OWI assessment; produce appropriate paperwork for  the DMV, probation and parole and Alternatives to Incarceration (ATIP); advise party of various payment options; advise party of alcohol assessment/Victim Impact Panel responsibility, and process community service or Alcohol Smart referrals. Receipt payments for fines, restitution and other court related fees. Prepare cash and signature bonds, receipt bond monies, complete appropriate paperwork to document bond monies received, and refund bail when ordered. Produce reinstatement order when driver's license has been suspended for nonpayment of forfeiture. Maintain cash drawer, issue executions and transcripts; confer with attorneys and judge staff; screen public or attorney calls and disseminate information regarding procedures or status of cases; open, distribute and answer correspondence; certify true copies of court records; draft and send letters to correct errors made in determining appropriate fines, costs, surcharges and/or restitution. Receive foreclosure documentation from Sheriff's Office, forward documentation to appropriate judge's office, record and secure deeds and transfers, receipt cash payments received from Sheriff's Office on foreclosure sales and disburse funds as ordered by the court. Receive calls to schedule eviction and replevin hearings; and perform other duties as needed. Backup in other areas as needed.

Any combination equivalent to high school graduation and three years of progressively responsible clerical and typing or keying experience, including two years 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 minimum of two year degree in a related field (paralegal, legal secretary, judicial court reporting.)  Word processing (preferably Microsoft Word) and lead work experience is preferred. Experience working with the public preferred. 

SPECIAL REQUIREMENTS:

Organization and ability to multi-task to complete administrative work duties while assisting the public; ability to remain calm and ability to handle stressful and potentially volatile situations and potentially upset customers; and must adhere to a rigid work schedule in terms of start and stop time, 15 minute break and 45 minute scheduled lunch time.

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: 

1. Provide services in both English and the required foreign language (e.g., Spanish, Arabic, Hmong, etc.). 
2. 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 Demands and Work Environment:

Unique office environment with security provisions. Court Services Clerks work in an area without cubicle privacy. This allows the public to see them from the front and there is constant foot traffic behind them created by other staff, management, and visitors. Must be able to work with distractions. Must be able to stand for long periods of time when the windows become busy. Must have the mobility to get up and down on chairs at higher heights due to counters at stands height levels to accommodate the public.

Knowledge of or ability to master court practices and procedures, legal documents and terminology, and modern office practices and techniques; maintain accurate legal records; master legal requirements for court recordkeeping; interpret and apply policies, regulations and procedures; handle a wide variety of assignments; exercise independent judgment and maintain  confidentiality; operate standard office machines including word processing equipment; spell and use good grammar in both oral and written communications; establish and maintain effective relationships with co-workers and the public; deal effectively with a large volume of cases and be accountable for the receipt and disbursement of large sums of money and communicate effectively.

Salary : $33 - $36