Deputy Circuit Clerk

Job Title:
Deputy Circuit Clerk

Date Prepared:
January 2025

Department:
Circuit Clerk

Position Type:
Full-Time

Reports to:
Clerk of the Circuit Court

HR Contact:
Missy Wittington

Employer:
Monroe County Circuit Clerk

Position Location:
Monroe County Courthouse

Job Description:

Summary: Deputy Circuit Clerk (referred to as Deputy) is responsible for assisting the Circuit Court Clerk of the Monroe County, IL 24th Judicial Circuit Court in carrying out all of his/her statutory duties and responsibilities as outlined by the State of Illinois and as outlined in the Circuit Court Clerk Policy and Procedures document. The Clerk of the Circuit Court is the official keeper of the court records for Monroe County IL. Clerk is also responsible to be in all court proceedings.

Primary Duties and Responsibilities:
Deputy:

• must be able to multitask and quickly learn using tools provided including utilizing Circuit Clerk’s office Standard Operating Procedures (SOPs) and point out and/or change if updates are required
• will manage any and all assigned court casework including civil, criminal and quasi-criminal cases
• will answer assigned phone, main office phone, and any other Deputy phones as needed and directed
• will cover all counter work
• is required to cover court proceedings in the absence of the Circuit Clerk, in instance of more than one judge on the bench, or as deemed necessary by the Circuit Clerk or Chief Deputy
• will complete any Special Projects assigned by the Circuit Clerk or Chief Deputy in a timely manner and as assigned
• seeks to improve office efficiency in tasks routinely performed
• will cross-train into all areas of work performed by other Deputies
• expected to have remarkable customer service acumen, excellent time-management skills, proficiently, courteously and professionally handle customer complaints in a public servant manner
• may be required to attend board meetings to present project information and/or support or present for Circuit Clerk
• required to keep accurate and precise track of personal time through time management system
• required to become (in 1 month of start date) and maintain annual testing to be a Federal Passport Acceptance Agent and to assist passport customers in a timely and precise manner
• must always maintain a professional demeanor including conversations with Monroe County board members and department heads, customers, co-workers, other county employees, law enforcement, and any other member of the public
• must be able to proficiently operate a computer, laptop, tablet, fax, and any other required office equipment
• must be able to learn and proficiently utilize case management systems, including Goodin, Judici.com, Tyler Odyssey E-File, Re:searchIL or any other platforms deemed necessary by the State of IL or the Circuit Clerk to do the job
• must be proficient in and able to pass testing of Microsoft Office Outlook, Word, Excel, and PowerPoint
• must be able to use PDF and imaging software
• expected to meet or exceed deadlines, maintain assigned workload in an accurate and timely manner and immediately inform the Circuit Clerk of any potential shortfalls
• is encouraged to attend webinars, conferences and training as assigned; any training costs associated with these must be pre-approved by Circuit Clerk; debrief meeting and documentation will be presented within 2 weeks to the Circuit Clerk and any other necessary Deputies for any attended events
• must participate in any training assigned by Monroe County HR
• should be able to fully perform assigned job functions within 4-5 months of hiring
• must perform any and all other duties as assigned by Circuit Clerk or Chief Deputy

Qualifications: To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and/or Experience: 4-Year College Degree preferred; extensive office experience; excellent communication and customer service skills; knowledge of court proceedings preferred.

Language Skills: Ability to communicate thoughts and ideas and to listen thoroughly and gather information.

Mathematical Skills: Ability to calculate amounts such as fees, fines, e-filing, e-pay, banking, etc.

Problem Solving Ability: Ability to solve problems independently. Able to handle issues that arise in Clerk’s absence. Able to seek appropriate resources for troubleshooting (i.e., State’s Attorney, vendors, network of Circuit Clerk’s, other elected officials, AOIC, etc.).

Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, electronic or schedule form.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to stand, walk, use hands to finger, handle, or feel and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and distance vision.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the primary functions of this job. The noise level in the work environment is usually light to moderate.

Job Type: Full-time

Pay: From $18.00 per hour

Benefits:

• 401(k)
• Bereavement leave
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance
• Wellness program

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

Salary : $18