Deputy Clerk Lead - Clerk of Courts

Position Summary

Performs and discharges duties in accordance with Wisconsin Statute 59.40. In the absence of the Clerk of Circuit Court and Chief Deputy, may assume the responsibility of the office. Under general supervision, provides training and acts as a mentor to the Deputy Clerk staff and Administrative Clerks. Develops, revises, implements, and disseminates policies and procedures to ensure the quality and accuracy of the court record. Creates and maintains policies and procedures for executes a wide variety of complex legal clerical tasks in an efficient, professional and courteous manner.

SUPERVISION

This position serves as a lead worker for the Deputy Clerk of Courts and Administrative Clerk positions in one of four assigned areas: Criminal, Family/Civil, Probate, and Accounting. SCHEDULE Days: Monday - Friday Work Hours: 8:00 a.m. - 4:30 p.m. Hours Per Shift: 8 Shifts Per Pay Period: 10 Position FTE: 1.0

Essential Duties and Responsibilities

To include the following. Other duties may be assigned. This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Maintain subject matter expert knowledge and skills relating to the assigned department, policies, and procedures.

Maintain expert level of knowledge of appeals process for all case types.

Maintain a thorough understanding of and be able to perform all duties of the Deputy Clerks and Administrative Clerks.

Provides back-up assistance to the Deputy Clerks and Administrative Clerks, as necessary.

Effectively communicates any new policies, procedures, and changes in law to other members of leadership and staff.

Develop, revise, implement, and disseminate policies and procedures to ensure the quality and accuracy of the court record.

Develop, revise, implement, and disseminate office procedures for maintenance exhibits including contraband, weapons, drugs, and currency.

Maintain specific knowledge of federal, state, and local statutes and rules and thereby be able to identify errors, discrepancies, and improperly filed documents and recognizes documents missing or not recorded or scanned into the case file.

Develop, revise, implement, and disseminate office procedures to ensure the smooth and adequate flow of information between the Judge and Clerk of Courts staff.

Develops training plans for new clerks and skill maintenance for experienced staff. Reports progress to the Clerk of Courts and Chief Deputy.

Exams and identifies staff member challenges and coaches them toward a successful outcome.

Reviews the performance of individual clerks with the Clerk of Courts and Chief Deputy and helps to develop annual development and individual goals for team members.

Assigns, directs, trains, and monitors the work of designated support staff; provides guidance and feedback.

Interprets and explains policies and procedures to staff, courts, attorneys, public, clients, and outside agencies; advises appropriate alternative course of action.

Ensures staff are compliant with Model Court Recordkeeping procedures as outlined by the Director of State Courts.

Understands and adheres to County policies, procedures, and federal, state, and local regulations.

Research and address questions from staff, other courts, attorneys, community agencies, and law enforcement regarding court cases, policies, procedures, and changes in law.

Perform quality assurance reviews to identify possible deficiencies, and provide feedback as necessary to effectively recommend changes in the policies and procedures of the program area.

Retrieve/review legal references requested by the Judge. Have a good working knowledge of all the statutes that pertain to assigned division, along with others that pertain to the office/courts.

Understand and follow Wisconsin Statutes as they relate to review and release of confidential records Handle confidential documents ensuring they remain secure pursuant to Wisconsin Statutes.

Establish and maintain effective, professional, positive, and respectful working relationships and communications internally, with other County departments/divisions, clients/customers, outside agencies, and the general public.

Process, prepare and monitor Court of Appeals electronic records for deadlines and other essential information from Court of Appeals and Supreme Court.

Assist the Clerk of Courts and Chief Deputy on special projects as needed.

Prepares and reviews reports associated with caseload management as needed by management

Works directly with management to create efficiencies that enhance day-to-day operations and customer service

Testify in court proceedings when necessary.

Assist with the scheduling of interpreters for court proceedings. Maintain records of interpretation and translation activities using automated tracking systems.

Demonstrate a commitment to county safety and risk management efforts.

Qualifications

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 plus three years of relevant prior experience and one or more years of supervisory experience. Associate's degree and three years as a Deputy Clerk of Courts preferred. Extensive knowledge of the Court Consolidation Automation Program (CCAP) software system. Combination of education, training, and experience will be considered. Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Proven experience with legal terminology.

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 and Communications

Provides specialized information and/or recommendations to others regarding an area of expertise. 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 and Problem Solving

In relation to established procedures, protocols and policies of the County, challenges of this position tend to be diverse, but are typically covered by precedent or established practice.

Tools & Equipment Used

Transcription Equipment Copy Machine

Typewriter FAX Machine

Telephone Personal Computer/Printer

Calculator Receipter

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 frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, 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,