Probate Clerk - ME

Mental Commitment Probate Clerk

The Dane County Clerk of Courts has a full time (1.0 FTE) vacancy for a Mental Commitment Probate Clerk in the Dane County Clerk of Court's Probate Office located at 215 S Hamilton Street, Madison WI. This position requires a consistent daily schedule with in person hours of 8:15 AM 5:00 PM or 8:30 AM 5:15 PM. The Eligibility List created from this posting may be used for future Probate Clerk vacancies within the next six (6) months. Due to the urgent and unpredictable nature of late-day hearings, this position may need to stay late on short notice to ensure all immediate orders are completed.

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.

Under the general supervision of the Clerk of Circuit Court's Probate Office, this position is responsible for executing a wide range of specialized administrative duties. The position focuses on the processing of Mental Commitment, Probate, and/or Guardianship cases. This role operates with a high degree of independence following initial training, requiring sharp attention to detail, strict adherence to statutory deadlines, and the ability to manage complex record-keeping. Manages, reviews, and processes incoming filings and cases related to Mental Commitment, Probate, and Guardianship matters.

Deliver exceptional front-line customer service and administrative support at the Probate Court counter for visitors and phone calls. Deliver professional assistance and greet the public, attorneys, and court staff with assistance of probate, guardianship and mental commitment questions without offering legal advice. Process complex case filings by opening, updating, tracking, and closing probate-related cases within the court system. Review and accept legal documents for filing, ensuring accuracy as well as meeting administrative requirements. Process and distribute urgent legal orders under tight deadlines. Perform highly complex and confidential record-keeping and data management duties in compliance with court policies. Prepare and distribute scheduling notices for Orders to Show Cause, status conferences, and related hearings for mental commitment, probate, WATTS review, and guardianship cases. Manage master calendars and schedule appointments for court commissioners and judges. Execute core operational tasks including precise computer data entry, document scanning, and excellent customer service. Receipt in funds for case filings and copy requests. Prepare copy requests.

Serve as the primary point of contact for daily coordination with mental health facilities, hospitals, public defenders, and corporation counsel offices. Oversee the full lifecycle of commitment cases, ensuring accurate docketing, document processing, and compliance with rigid legal time frames. Process recoupment forms for out of county persons in need. May require unplanned overtime on short notice. Due to the time-sensitive nature of these cases, hearing orders must be processed and distributed to hospitals, law enforcement/jails, and state agencies immediately following court adjournment. Act as back up for other probate clerks.

Act as the frontline representative at the public counter and over the phone, assisting customers with inquiries regarding probate, guardianship, adoptions, wills, WATTS reviews, and mental commitments. Review, scan, and/or upload incoming case files and documents into the court system. Route completed documents to the appropriate judicial authorities for review and signature. Accept filing and registration of wills. Review submissions for completeness and accuracy, proactively contacting parties to resolve filing deficiencies or errors. Accurately enter case data into the court record, coordinate and schedule probate hearings, and manage the official calendar. Process formal copy requests, certify legal documents, collect and receipt counter payments. Act as backup for other probate clerks.

Act as the frontline representative at the public counter and over the phone, assisting customers with inquiries regarding probate, guardianship, adoptions, wills, WATTS reviews, and mental commitments. Assist clerking guardianship hearings on an as needed basis; record minutes, note hearing results, and immediately process subsequent judicial orders and records. Review, scan, and/or upload incoming case files and documents into the court system; route completed documents to the appropriate judicial authorities for review and signature. Review submissions for completeness and accuracy, proactively contacting parties to resolve filing deficiencies or errors. Accurately enter case data into the court record, coordinate and schedule guardianship hearings, and manage the official calendar. Mail annual reports to the guardians; review returned reports for changes. Process formal copy requests, certify legal documents, collect and receipt counter payments. Act as backup for other probate clerks.

Act as the frontline representative at the public counter and over the phone, assisting customers with inquiries regarding probate, guardianship, adoptions, wills, WATTS reviews, and mental commitments. Attend court sessions to act as the official clerk during WATTS Review hearings; record minutes, note hearing results, and immediately process subsequent judicial orders and records. Review, scan, and/or upload incoming case files and documents into the court system; route completed documents to the appropriate judicial authorities for review and signature. Review submissions for completeness and accuracy, proactively contacting parties to resolve filing deficiencies or errors. Accurately enter case data into the court record, coordinate and schedule WATTS Review hearings, and manage the official calendar. Create WATTS Review annual reports. Process GAL appointment orders. Process formal copy requests, certify legal documents, collect and receipt counter payments. Act as backup for other probate clerks.

High school graduation (or equivalent). Individuals must also possess any combination of education, training and experience equivalent to five (5) years of increasingly responsible administrative 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.

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.

Professional office work environment. Ability to lift and move a variety of work-related materials weighing up to 25 pounds (with/without assistance). Prolonged computer and phone use. Manual dexterity using fine and gross motor skills. Ability to speak and be heard by others. Ability to see and hear within normal ranges with or without corrective devices.

Knowledge of or ability to master court practices and procedures, legal documents and terminology, and modern office practices and techniques. Ability to maintain accurate legal records. Ability to master legal requirements for court record-keeping. Ability to interpret and apply policies, regulations and procedures. Ability to multitask and handle a wide variety of assignments. Ability to exercise independent judgment and keep appropriate court matters in a confidential manner. Ability to operate standard office machines, including computer, copier, fax, scanner and multi-line phone and meet high standards in keying speed and accuracy. Ability to spell and use good grammar in both oral and written communications. Ability to establish and maintain effective relationships with co-workers and the public. Ability to deal effectively with a large volume of cases and be accountable for the receipt and disbursements of large sums of money. Ability to work with many distractions due to the work environment. Knowledge of or experience with Mental Commitment, Probate, and/or Guardianship cases.

Benefits

Become a part of the Dane County Team! We offer a wide range of benefits including fully paid dental and HMO health insurance premiums for full time employees/pro rated for part time employees. The County will also provide contributions towards POS health insurance premiums and short/long term disability. Additional benefits available include long term care, vision coverage, flex spending account and deferred compensation programs paid in full by the employee and a wellness program. For further details on insurance benefits visit

Bilingual Pay: Employees who work in bilingual designated positions receive an additional $2.00 per