Clerk of Courts - Deputy (Legal Processing Clerk)

Salary : $21.34 - $22.46 Hourly

Location : Douglas County Superior, WI

Job Type : Full Time

Job Number : COCD022025

Department : Clerk of Courts

Opening Date : 02 / 13 / 2025

Description

This position is an appointed position by the Clerk of Courts, the position aids the Clerk of Court in discharge of clerk's duties under the supervision of the Clerk of Courts, Circuit Court Judges, and Court Commissioner. The position is deputized by the Courts to be able to perform the duties as required by Statute. The position is full-time, based on 37.5 hours per week.

The Clerk of Courts Office is the link between the public and other government agencies to the court. The position requires the ability to utilize a wide variety of data regarding legal documents to accurately process court records so court processes can run smoothly. These duties must be done in accordance with court orders, Wisconsin statutes, policies and procedures, and laws established for various types of court filings.

Essential duties include communication and multi-tasking skills, maintaining a high level of accuracy and confidentiality, as well as dealing with a wide array of agencies and departments within the County, and many outside agencies, including but not limited to law enforcement agencies, state agencies such as DOC, DOT, DNR, DOC, jails, and prisons.

Douglas County offers a competitive benefits package including but not limited to :

• Annual wage increase based on eligibility

Paid, on-the-job training and advancement opportunities

85% county contribution to health and dental premiums

Health Savings Account (HSA) available to all employees enrolled in the county's medical plan, with annual contributions provided by the employer and the health plan

Wisconsin Retirement- One of the most well managed retirement systems in the nation- Contributions are paid according to current year rates set by WRS Employee Trust Fund. Refer to for further detail

County-paid Life Insurance Policy - coverage equivalent to annual salary - affordable Supplemental, Additional, and Spousal / Dependent coverage available at employee's expense

Competitive paid time off including vacation, sick time, personal days and holidays

Public Student Loan Forgiveness (PSLF) Employer

Essential Duties

The following duties are normal for this position and are not to be construed as exclusive or all-inclusive. Other duties may be required and / or assigned.

Deputy Clerk of Courts :

Performs all duties of the Clerk of Court Deputy as described by Wisconsin Statutes.

Administers oaths and certifies acknowledgments.

Initiation, maintenance, monitoring and disposition of various case types, which include financial information and maintain an assigned cash drawer.

Issue warrants as required by the Court.

Required knowledge of legal terminology and court processes.

Help Pro Se individuals understand the amount of help that can be given without giving legal advice.

Knowledge of laws, administrative codes, rules, policies pertaining to criminal and local ordinances.

Determining the appropriate forms needed by individuals needing to file various court actions handled by the Clerk of Courts.

Maintains files and records in relation to court matters.

Prepare court files to be sent to the Court of Appeals.

Assists the public with inquiries about forms, procedures, and court matters. Interact with defendants, victims, attorneys, law enforcement, and media regarding court-related matters.

Work collaboratively with courts throughout the state, various state and federal agencies, local and statewide Judges, Court Commissioners, and various City and County agencies with a vested interest in Court operations.

Handle large sums of money pertaining to fine payments, cash bail, sheriff sales, and fees. Determine who the money is paid out to based on court orders, write up disbursement, and documents in court cases.

Drafts court documents.

Reviews and scans all documentation and filings. Monitors files for timely completion.

Maintains up-to-date information and follows up on records and related actions; opens and date stamps materials; may be required to review documents for authenticity.

Enters court case information and account adjustments to state computer records. Researches records and databases for information as needed or directed.

Clerk court proceedings include organizing case files, records, and exhibits; marking exhibits; administering oaths to witnesses; taking minutes; tracking schedules; and operating video equipment in the courtroom.

Maintains and files department documents, court records, and minutes of proceedings. Certifies authenticity of document copies.

Prepares court orders as necessary for completion or dismissal of court cases.

Performs clerical tasks such as date stamping, responding to and taking appropriate action for correspondence received, and composing reports, memos, and other correspondence.

Participates in ongoing training provided by the Courts.

Provide backup for the Probate Office and routinely go into court and take minutes for cases that are handled by the Probate Office.

Position may be required to stay late (without notice) when court hearings go longer than expected. Extensive typing / writing during court hearings.

Performs other duties as required.

Ability needed to work in a fast-paced and high-pressure work environment. Having the confidence, knowledge, and adaptability to answer many questions is vital.

Position may be required to stay late (without notice) when court hearings go longer than expected.

JUDGMENT AND SITUATIONAL REASONING ABILITY :

Exposure to graphic details of crimes or victim impact statements. Assists with difficult and / or demanding individuals. Public information needs to be maintained and updated with the highest degree of confidentiality, accuracy, and dependability.

Minimum Qualifications

High school diploma or equivalent; vocational / technical training in legal studies and graduate of a certified paralegal program preferred. Minimum two years experience within the last ten years preparing and filing documents with the court system or 4 years direct court experience in the last 10 years desirable. Two or more years experience in the processing legal documents preferred. Any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Supplemental Information

Additional Skills, Knowledge, and Abilities

Working knowledge of cases filed in the Clerk of Courts office and working knowledge of legal terminology and the court process. The ability to prioritize workload. Knowledge of what Pro Se forms an individual is searching for based on limited information. Ability to accurately and correctly complete various Circuit Court forms that are submitted for filing. Knowledge of laws, administrative codes, rules, and policies pertaining to all case types (criminal, civil, family, small claims, etc.) and local ordinances. Extensive typing during court hearings. ability to process electronic information, and knowledge of computers. Ability to work in a fast-paced / high-pressure work environment.

Every question presented by the public on a daily basis is a form of problem-solving. Having the confidence, knowledge, and adaptability to answer a multitude of questions is vital.

Position may be required to stay late without notice when court hearings go longer than expected.

Judgment and Situational Reasoning Ability

Exposure to graphic details of crimes or victim impact statements. Assist individuals that are very difficult and demanding. Public information must be maintained and updated with the highest degree of confidentiality, accuracy, and dependability.

Working Conditions

This position routinely operates in a professional office environment and extensively uses standard office equipment such as computers, photocopiers, scanners, and phones. This position operates within the Courts system. While performing the duties of this job, the employee may be exposed to stressful office environment conditions and graphic details of crimes or victim impact statements. The employee has the potential to encounter unpredictable and violent clients. The noise level in the work environment is moderate.

Douglas County is an Equal Opportunity and Affirmative Action employer.

Health Insurance After 30 days of employment

Employee pays 15% of premium)

Single, or Employee 1 or Family options

Contact Human Resources for further info

Dental Insurance After 30 days of employment

Employee pays 15% of premium)

Single, or Employee 1 or Family options

Contact Human Resources for further info

Life Insurance After 6 months of employment

Basic : 1 times your annual salary (County Paid)

Supplemental : 2 times your annual salary (Employee Paid)

Additional : 3 to 5 times your annual salary (Employee Paid)

Optional spousal and dependent life insurance (Employee Paid)

4,000 Life Insurance Policy (County Paid)

Wisconsin Retirement :

Employer and Employee contributions to Wisconsin Retirement System (WRS are regulated by the State of Wisconsin. Contributions are paid according to current year rates set by WRS Employee Trust Fund. Refer to for further detail.

Mission Square / Nationwide Retirement Services Deferred Compensation Accounts for public employees.

Pre-Tax Plan :

Flexible Benefit Plan Dependent Care Reimbursement Account (DCRA) (Helps employees reduce their taxable income by "setting aside" dollars spent on dependent daycare expenses).

Vacation :

Vacation is accumulated on a monthly basis. Newly hired employees will accrue vacation from their date of hire, but are not eligible to take vacation until successful completion of four months of their employment.

Sick Time :

Sick time accumulates at 1 day per month up to 120 days.

Employee Assistance Program :

EAP) is confidential, professional help with personal matters. (County Paid)

Long Term Disability After 30 days of employment.

Short Term Disability After 30 days of employment (At Employee Expense).

Holidays 10 Paid Holidays per year.

Personal Holidays 3 1 / 2 per year

Do you possess a minimum of 2 years preparing and filing documents with the court system?

Do you have any direct court experience?

Do you understand how the court system works?

In a short paragraph, define / describe previous work experience as it relates to the essential duties described in this job posting. If no related experience, please indicate "none".

Please indicate job-related experience you possess with customer service. If no related experience, please indicate "none".

Do you possess any job-related experience receiving and recording financial transactions and cash balancing?

Do you possess experience working in legal offices?If yes, how long? If no related experience, please indicate "none".

Are you able to type 40 words per minute and are you comfortable typing what people say in live time?

Are you familiar with the WI court system website?

How would you assess your familiarity with legal terminology?

Required Question

Salary : $21 - $22