Administrative Professional III

This position is responsible for organizing and coordinating the operations of Mediation and Family Court Services in order to ensure organizational effectiveness and efficiency, with an emphasis on management of all financial and data record keeping and proofreading of all court documents. Duties include but are not limited to facilitating of financial activities, including receiving fees and submitting unpaid fees to the State of Wisconsin Department of Revenue for tax intercept, contacting and scheduling clients for the mediation process, proofreading and editing of confidential and time sensitive court documents to effectively and efficiently operate in compliance with STATE STATUTE 767.41, local Court rule, clients, Judges, Clerk of Courts, attorneys, and County Board. This position maintains detailed spreadsheets, reports and graphs for the Director of Mediation, Judges and Court Commissioners, initiates annual blanket purchase orders and purchases all supplies, maintains department website, and performs all office duties required for the Mediation department. Assists in budget process. Provides front end support to the Director of Mediation. 75% Provides data and financial management services for the Mediation and Family Court Services Department: Provides data, financial and administrative management services for the Mediation and Family Court Services Department: Maintains detailed client database in Access. Serves as first point of contact for all mediations and related questions, in person, via telephone and/or email. Monitors voicemails and returns calls to clients. Answers questions about the mediation process. Receives court orders for mediation from Clerk of Courts, Judges and Court Commissioners and contacts all clients by phone, email, or US Mail, providing clients with a general understanding of the mediation process. Researches related cases the client may have with another parent and enters appropriate details in database notes. Researches CCAP background when needed. Prepares invoices with appropriate amount and sends to clients. Maintains detailed Excel spreadsheets for all fees due. Creates and schedules all Zoom and in-person Orientation classes for entire year. Coordinates the scheduling of all clients for Orientation class, as needed. Creates and maintains Orientation list in Excel for each class. Coordinates the scheduling of all clients for Mediation appointments via Zoom or in-person with Director or contract mediator. Contact contract mediators for availability to do mediations, as needed. Maintain Outlook calendar mediation and orientation appointments, ensuring a reasonable schedule for Director. Create appointments in Zoom, if needed, and email or mail Zoom mediation appointments with Zoom link and appropriate attachments to clients. Email or mail all in-person appointments and appropriate attachments to clients. Receives payments from clients in-person, through mail or through government payment website portal; provides receipt and change when needed. Enters all client payments into Daily Deposit Report, Fee Report and database; resolves discrepancies, creates invoices for refunds to clients and enters into Financial software for payment. Delivers daily cash deposits and reports to County Treasurer. Monitors cash drop box on front office door regularly for payments. Proofreads or prepares Status Reports for court and e-Files with Wisconsin Court System. Proofreads or prepares cover letter for clients and attorneys. Proofreads or prepares Stipulation and Order form. Proofreads or prepare Parents' Addendum for tax and financial agreements. Proofreads and edits all legal mediation agreement documents prepared for Judges, attorneys and clients, checking for grammar, spelling, punctuation, comprehension, clarity and consistency. Discusses recommended significant changes in wording for purposes of clarity with Director when needed. Submits legal mediation agreement documents and Parents' Addendums to clients, attorneys and court-assigned guardian ad litem attorneys. Emails any unpaid invoices to clients as a reminder. Returns case file to Director of Mediation, along with a summary of outstanding fees. Receives signatures for Pro Se cases and e-Files Proposed Stipulation and Orders, Memorandums of Agreement and Parents' Addendums to Wisconsin Court System. Assists Director with monitoring past-due fees. Prepares and e-Files proposed orders with the State of Wisconsin Court System for judgment of unpaid fees to be approved by Judges and Court Commissioners. Manages the submission of judgments with client social security numbers to Wisconsin Department of Revenue Tax Refund Intercept Program (TRIP) and provides all pertinent information to client on a timely basis, in accordance with State of Wisconsin Department of Revenue requirements. Monitors State of Wisconsin TRIP website for payments intercepted from income tax returns. Prepares Satisfaction of Judgment form for payments directly from the client or intercepted from their tax return and delivers form to Clerk of Courts for notarizing. Updates payments and tax intercepts in all pertinent reports. Develops detailed summary reports, for all orientations and mediations, fees paid or sent to collections, a summary of costs for contract mediators, department revenue and miscellaneous expenses. Provides reports monthly to the Director and annually to the Judges and Court Commissioners. 15% Provides organizational management services for the Mediation and Family Court Services Department: Assists Director of Mediation with department administration by maintaining and improving operational efficiencies and performing administrative tasks. Receives Intake forms from clients through website portal. Updates database with information, as needed. Conducts admittance of clients into Zoom Orientations for group classes. Troubleshoots all issues with Zoom presentations and PowerPoint. Directs clients to room for mediation appointments, always prepared to flip switch under counter or call deputy on walkie‑talkie radio or phone Master Control for emergency security assistance from deputy when needed. Be prepared to assist Director with problems with irate clients. Monitors waiting room activity for arguments, physical altercations, excessive noise or inappropriate behavior and requests security when needed. Upon arrival, provide deputy with a very quick summary of urgent situations. Approves and enters vendor invoices into financial software to prepare for final approval of payment by Director of Mediation. Assists Director with monitoring monthly credit card statements for timely payment. Maintains $250 petty cash drawer by physically counting cash and reconciling once a month; resolves discrepancies and creates invoices to replenish funds. Updates petty cash spreadsheet. Creates annual blanket purchase orders in financial software system for credit card, supplies, equipment, services, and contract mediators in accordance with County purchasing polices and budgetary restrictions. Maintains department purchasing records. Assists Director with annual budget planning and preparation, including monitoring of expenses throughout the year. Creates or reviews annual contract for outside mediators, acquires appropriate signatures and enters into Laserfiche system. Monitors progress of contract in Laserfiche system. Creates, maintains and updates all pages of department website within County parameters, using approved website software. Prepares next day's mediations by calling clients to remind of appointment, ensuring we have received their intake form, preparing file with notes, and printing of CCAP record. 5% Maintaining Office Delivers daily outgoing mail to mail room. Collects and sorts incoming interoffice, US mail and faxes for self and Director. Submits requests to Information Technology through Support Portal for computer and software issues. Serves as point of contact between I.T. and Mediation Department for equipment changes or repairs for computer, MFP, telephone, or projector equipment. Performs troubleshooting as directed by I.T. staff for computer and phone problems. Submits requests to Facilities Management for departmental office repairs and electrical and maintenance needs. Coordinates and manages the purchase of department requisitions, office supplies and equipment, in accordance with County purchasing policies and budgetary restrictions. Orders drinking water for delivery to mediation room as needed. 5% Miscellaneous Administrative duties Emails appropriate Sheriff's personnel weekly with upcoming in‑person mediation appointments to request security checks and monitor for safety. Updates attorney list in database and reprints as needed. Schedules an interpreter when needed for a mediation appointment. Maintains inventory of printed forms, booklets, pamphlets, envelopes, and business cards, and order new printed supplies from Central Scheduling when needed. Maintains Department Policy and Procedure manual with any updates. Maintains and updates department website. Knows how to schedule and set up conference room, if needed for in‑person group orientation classes. Prepares room with booklets, registers people upon arrival. Excellent communication skills and ability to create correspondence or proofread and edit court documents prepared by the Director and contract mediators. Proficient knowledge of bookkeeping and various software programs, including but not limited to Word, Excel (including understanding of formulas and charts), -Access, PowerPoint, Outlook, Zoom, Financial Enterprises, website software, AllPaid (government payment website), and operating of MFP. Ability to count money and provide appropriate change, if needed. Familiar with with the Court system as well as researching court records in CCAP and e‑Filing in the Wisconsin Court System. Ability to work independently and exercise good judgment that reflects management directives. Some knowledge of community resources. Ability to keep private matters confidential. Ability to perform duties accurately and to organize workflow to be completed in a timely manner. Ability to work with clients who are under high stress and emotional, sometimes with erratic behavior. Ability to multi‑task and perform a wide range of office management duties. Maintain prompt and regular attendance. Able to work with very diverse clientele. Bilingual in Spanish a plus. Minimum 5yrs responsible office experience with a heavy emphasis in Microsoft software. Legal field or family law a plus. Minimum 2yrs responsible office experience in bookkeeping. Ability to type fifty (50) wpm. Strong computer skills with accuracy in grammar. A combination of para‑legal certificate and experience will be considered. Ability to sit, for long periods of time; ability to walk, lift and carry ten (10) pounds occasionally. Equipment use requirements: Multi‑line telephone; knowledge of multiple computer programs and MFP equipment, to include the scanning of files and eFiling in the Wisconsin Court System. Working Conditions: *Occasional high stress situations; including frequent interruptions and irate or emotional clients. *All work is in the Courthouse in a professional office setting. #J-18808-Ljbffr Rock County, WI