Administrative Clerk II - File Clerk (District Attorney's Office)

This position is responsible for pulling files for court calendars, processing electronic documents, entering arrest reports and case information into the District Attorney’s Office case management system and general filing.  The File Clerk also backs up the other Administrative Clerk II’s in their absence.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Maintain the office calendar for appointments and court hearings; locate, arrange and organize files for court calls.

Manage the eFiling database; process documents received and determine appropriate action; forward documents to the appropriate prosecutor or support staff in accordance with office policy.

Scan, attach and eFile invoices for process service.

Retrieve and process mail; process certified documents received from the Clerk of Courts.

Assist the public by greeting visitors in person, by telephone, or through email while protecting privacy, sensitive or confidential information; perform initial screening and direct the public to the appropriate prosecutor or support staff in accordance with office policy.

Schedule and coordinate appointments with law enforcement officers, defense attorneys, defendants and other state or county department personnel as needed.

Enter person and case information from arrest reports submitted by law enforcement agencies into the District Attorney case management system and assign DA case numbers.

Monitor, inventory, and order office supplies.

General filing, locating files for papers received, and routing papers and files in accordance with office policy.

Provide back up to the other Administrative Clerk II’s as needed.

Other duties as assigned.

Demonstrate a commitment to county safety and risk management efforts.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience 

High school diploma or equivalent and one to three years of relevant prior experience.  Proven experience in ability to add, subtract, multiply, and divide all units of measure, using whole numbers, common fractions, and decimals.

Knowledge, Skills, Abilities

Ability to monitor and maintain confidentiality.

Ability to communicate effectively both verbally and in writing.

Ability to balance the demands of varying workload responsibilities and deadlines.

Special Requirement

As a post-offer pre-employment condition, a criminal background check conducted by the State Department of Justice (DOJ) including FBI fingerprinting must be successfully completed and passed.  Walworth County may disqualify an applicant if the position’s responsibilities are substantially related to the applicant’s criminal history. Wisconsin’s Fair Employment Law, s. 111.31-111.395, Wis. Stats., prohibits discrimination because of an arrest or conviction record, however, Walworth County may disqualify an applicant if the position’s responsibilities are substantially related to the applicant’s criminal history. Management reserves the right to make employment contingent upon successful completion of the background check.  Cost of the background check and fingerprinting will be covered by Walworth County.

Interactions & Communication

Responds to requests and initiates contacts to exchange basic or general information with others.  Must have excellent written, verbal and interpersonal communication skills.

Ability to communicate professionally, clearly, concisely and tactfully.  Must have the ability to exercise judgment and diplomacy.  Must maintain a high level of confidentiality, discretion and integrity.  

Decision Making

This position has authority to make decisions that are within general procedures and protocols; supervision is available as required or requested.  These decisions directly impact performance in the job and/or work unit within the department and information is provided with additional research and observations which contributes to the decision-making process.

Thinking & Problem Solving

In relation to established procedures, protocols and policies of the County, challenges of this position tend to be routine and primarily related to procedure and process issues.

Tools and Equipment Used 

Computer/Printer                          Scanner

Telephone                                     Copy Machine

Shredder

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.  The employee frequently is required to stand, walk, sit and reach with hands and arms.  The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.  The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.

NEPOTISM OR CONFLICT OF INTEREST COMPLIANCE A person may not be offered or hold this position if the employment would result in that person being a supervisor or subordinate to an immediate family member. "Immediate family" includes the employee's spouse, brother, sister, parents, children, stepchildren, father-in-law, mother-in-law, sister-in-law, brother-in-law, daughter-in-law, son-in-law, and any other member of the employee's household.

A person may not be offered this position if employment would create either an actual conflict of interest or the appearance of a conflict of interest.

HEALTH INSURANCE PORTABILITY ACCOUNTABILITY ACT (HIPAA) Employees of the District Attorney’s Office are expected to respect the public’s privacy and provide confidentiality of all Protected Health Information (PHI).  HIPAA, the first comprehensive Federal protection for the privacy of personal health information was passed by Congress in 1996 and implemented in April 2003.

District Attorney employees will have access to all information that is needed to perform their job, but they shall not have, or seek to gain, access to PHI that is not necessary to perform their job.

Every District Attorney employee, even one who does not use protected health information in their work duties, is obligated under the provisions of HIPAA.  All District Attorney employees must protect the public’s privacy and respond to situations that may put the public’s privacy in jeopardy.

Formal electronic application; rating of education and experience; computer skills testing to include data entry (6,000 kph), typing (40 wpm), record locating (70%), sentence clarity (70%), spelling (70%), Microsoft Word (70% - current state version), Microsoft Excel (sample only), legal terminology (sample only); written exam (sample only); oral department interview; reference check; background check including fingerprinting; and post-offer medical examination including drug screen.  Other job-related tests may be required.

Salary : $19 - $26