Deputy Court Clerk

Deputy Clerk of Court

Deputized by the Clerk of Circuit Court to perform and discharge statutory duties in accordance with Wis. Stat. 59.40, this position serves a critical role in supporting the effective operation of the court. In the absence of the Clerk of Circuit Court and Chief Deputy, the Deputy Clerk may assume responsibility for office operations. Under general supervision, the Deputy Clerk performs a broad range of complex legal clerical and administrative duties with a high degree of accuracy, professionalism, and customer service. Responsibilities include maintaining and managing the official court record, processing cases, and providing courtroom support to ensure efficient judicial proceedings. The position requires the ability to independently resolve complex and sensitive issues that impact daily court functions, while exercising sound judgment and maintaining strict confidentiality. The Deputy Clerk maintains effective and professional working relationships with judges, court staff, attorneys, law enforcement, partner agencies, and the public. All duties are performed in accordance with applicable statutes, court rules, and office procedures, and are subject to review and approval by the Clerk of Circuit Court.

60% Represent the Court System Through Effective Customer Service, Communication & Coordination:

• Provide support at the customer service windows by greeting the public, answering questions, and providing accurate procedural information, or by directing them to appropriate websites and resources for complex filings or inquiries beyond basic procedural assistance.
• Maintain current knowledge of applicable statutes, local rules, policies, and procedures; provide accurate information and guidance upon request.
• De-escalate difficult interactions while maintaining professionalism and neutrality.
• Receive and process payments for filing fees, citations, and other court-ordered assessments; reconcile and maintain an accurate daily cash drawer.
• Respond to inquiries in person, by phone, and electronically.
• Communicate and relay information accurately between judges, court commissioners, attorneys, law enforcement, and other justice system stakeholders.
• Serve as a cross-functional resource by providing support across different areas within the division, ensuring efficient operations for all case types.

20% Clerk in Court for Court Commissioners & Circuit Court Judges:

• Coordinate scheduling information and court dates.
• Prepare and maintain the daily court calendar.
• Maintain accurate minute entries of each court proceeding; including but not limited to: date/time, appearances, brief statement of the nature of the proceeding, court findings, and court orders.
• Administer oaths to witnesses, interpreters, bailiffs, and jurors.
• Assist court officials with the preparation and drafting of orders and documents, and providing support on any other real-time procedural needs of the courtroom.
• Receive, mark, and process exhibits presented to the court, including documenting their status (e.g., received, withdrawn, denied), and ensure all exhibits are properly organized, tracked, and accounted for.

15% Case Processing & Record Management 59.40(2):

• Review, authenticate, and process all incoming legal documents for new and existing cases. Accurately and timely process each incoming document by reviewing content, receipting applicable payment, scanning into the Consolidated Court Automation Program (CCAP), naming document and adding additional text as mandated by internal processes, following statutory confidentiality requirements, and routing to proper party/court following local procedures and guidelines.
• Open/build new case files within the CCAP, ensuring precise entry of parties, charges, moving documents, and hearing dates.
• Prepare, witness, and distribute critical legal instruments, including but not limited to: writs, warrants, bonds, judgments, certified/exemplified copies, and statutory notices. Following court proceedings, accurately report and docket judgments, and initiate post-judgment enforcement actions as required.
• Audit court records for accuracy and completeness prior to case closure, ensuring the long-term preservation and eventual disposal of records in strict accordance with Supreme Court Rules (SCR) Chapter 72 and statutory retention schedules.
• Calculate, receive, and receipt all statutory fees, fines, and court-ordered payments. Maintain a meticulous record of all monies paid into the Clerk of Court's office, ensuring proper linking of financial transactions to the appropriate case and party.
• Execute the conversion of physical documents to electronic format through high-volume imaging. Apply detailed court record events and ensure strict adherence to statutory confidentiality requirements (e.g., juvenile, mental health, sealed records, etc.) during the naming process.

5% Other duties as assigned.

Considerable knowledge of court practices, terminology and procedures.

Considerable knowledge of the purpose, function and scope of the circuit court.

Working knowledge of the statutory powers and limitations of the circuit court.

Ability to maintain composure with disgruntled parties and erratic human behavior.

Ability to establish and maintain effective and professional public and working relationships.

Ability to embrace and adapt to changing responsibilities and assignments.

Aptitude for writing mechanics and grammar; detail-oriented with quality standards.

Ability to comprehend and comply with oral and written directives.

Self-managing; ability to effectively direct own activities toward the timely achievement of office objectives.

Proficient computer software knowledge and expertise of modern office methods and practices.

Associate degree - legal administrative professional / administrative professional, or an equivalent combination of training and experience.

Four (4) or more years of responsible administrative professional experience; court setting or legal field preferred.

Ability to type forty (40) net words per minute.

Ability to maintain focus in large office setting with background noise and constant interruptions.

Repetitive hand/arm motions.

Ability to stand for extended periods of time at service counter.

Ability to sit for extended periods of time during court proceedings.

Ability to climb and crouch to retrieve files.

Ability to move throughout the building for court proceedings and retrieve files.

Ability to lift and/or carry up to 25 lbs.

Ability to use office equipment.