Court Clerk I

Job Description

This position provides confidential, skilled legal support for the Circuit Court system, servicing the courts, public, and attorneys. Responsibilities include preparing cases, drafting and processing legal documents, maintaining court calendars, supporting court proceedings, maintaining and updating official records, and performing other related duties.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

• Assist judges, public, attorneys and other agencies by offering information regarding forms, filings, and court rules.
• Assist with daily case management of court files, including creating and maintaining computer records, and complying with the statutes under the supervision of the Clerk of Court.
• Prepare cases for appeals, compile, and index court records, and notify attorneys prior to and upon submission to higher courts.
• Performs customer service, case management and jury division support duties for department as needed or assigned.
• Perform court room duties, including marking and tracking exhibits, swearing in witnesses, administering oaths, locating parties relevant to hearing, preparing and reading bonds, taking minutes of court hearings, scheduling hearings, preparing hearing notices, conducting small claims initial appearances and referring cases to mediation, as necessary.
• Enter judgments, orders, liens, warrants, writs, and bond payments, etc.
• Docket and review incoming documents, route them to appropriate parties and/or process according to department and statutory requirements.
• Maintain confidentiality and manage both paper and electronic case files and court pleadings in accordance with retention policies.
• Draft letters and court orders, prepare legal documents, including temporary restraining orders, injunctions, orders to seal records, name changes, warrants, judgments of conviction, etc.
• Open new cases and perform records management duties to ensure statutory timelines are met for all cases.
• Provide copies and/or faxes to appropriate parties, certify, and notarize documents.
• Enter garnishments and non-earning garnishments.
• Process judge substitution requests.
• Collect and process incoming and outgoing mail and faxes.
• Process payments, monitor delinquent accounts, suspend licenses for non-payment, and apply sanctions for non-payment.
• Support jury selection processes, including issuing summons, assembling panels, and processing juror payments.
• Conduct public record searches and criminal background checks.
• Cross-train to provide back-up for front counter and other divisions as necessary.
• Maintain law library and update legal resources as needed.
• Participate in on-going training regarding changes in laws, policies, and procedures.
• Other duties as assigned.

This section details the essential competencies required to perform the job effectively, including a mix of technical knowledge, practical skills, and personal attributes.

• Legal Knowledge: Proficiency in legal terminology, formats, Wisconsin Statutes, and changes in statutory requirements. Understanding of the structure, functions, and procedures of local, state, and federal government agencies, particularly within Wisconsin. Familiarity with state and federal laws, regulations, and policies that pertain to the position, including Wisconsin Statutes and administrative codes.
• Technology and Office Equipment: Ability to type efficiently (minimum of 55 words per minute) with a high degree of accuracy. Skilled in operating standard office procedures, practices, equipment, multi-line phone systems, and court-related technology such as Zoom, Polycom, and Crestron.
• Analytical Skills: Ability to accurately interpret statutory language and administrative details, prioritize tasks, and manage a high volume of work while adapting to changing priorities. Ability to apply sound judgment when interpreting information, resolving issues, and determining appropriate courses of action within established procedures and requirements.
• Interpersonal Skills: Ability to establish and maintain effective relationships with various legal and law enforcement agencies, attorneys, and the general public. Ability to provide effective customer services and interact professionally, respectfully, and tactfully with individuals from diverse backgrounds.
• Communication Skills: Proficiency in written and verbal communication, including accurate documentation, note-taking, and statutory language interpretation.
• Organizational Skills: Strong organizational, time management, and attention to detail skills, including the ability to prioritize work, meet deadlines, adapt to changing priorities and work demands, maintain accurate reports, and prepare and review reports, correspondence, and other documentation.
• Ethical and Confidentiality Skills: Ability to distinguish between public and confidential records and information, apply ethical judgment and maintain confidentiality regarding court-related files, records, reports, and conversations in accordance with open records law and other applicable state and federal laws and regulations.

This section outlines the communication abilities necessary for effective performance. These skills reflect the need to interact with the public, colleagues, and other stakeholders in a clear, professional, and effective manner.

• Ability to communicate effectively in English, both verbally and in writing, with a wide range of individuals, including the public, colleagues, and supervisors.
• Ability to communicate in Spanish is preferred.
• Ability to read, interpret, and apply information from complex documents such as laws, regulations, policies, procedures, and reports.
• Ability to engage with the public, handle inquiries, resolve conflicts, and build positive relationships with a diverse population.
• Ability to explain complex or technical information in a clear, understandable manner.
• Ability to listen actively and accurately understand verbal instructions or concerns.

Basic mathematical skills to calculate fees and payments accurately.

This section outlines the cognitive skills required to perform the job effectively. This includes the ability to apply logic, make decisions, solve problems, and understand complex information.

• Skills in problem-solving, judgment, and discretion with confidential information in line with applicable laws and regulations.
• Ability to identify and define problems, collect data, establish facts, and draw valid conclusions.
• Ability to make decisions that are sound, well-informed, and timely, even in stressful situations.
• Ability to analyze situations, consider various perspectives, anticipate potential issues, and make recommendations or decisions based on logical reasoning.
• Ability to interpret complex information, recognize patterns, and understand the implications of actions or decisions.

The physical and work environment characteristics described in this description 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 or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee's supervisor.

• Work may involve the occasional exertion of up to 25 pounds of force; work regularly involves sitting, frequently involves standing and performing fine motor skills and repetitive motions, and occasionally involves walking, stooping, kneeling, crouching or crawling and reaching above shoulder level or below the waist.
• Visual ability to perform tasks such as reading documents, operating vehicles, using computer screens, or working with detailed data.
• Ability to communicate and exchange information effectively with others, with or without reasonable accommodation.
• Ability to remain in a stationary position for extended periods.

Work primarily occurs in a moderately noisy office or court setting with potential exposure to stressful interactions that may require dealing with persons who are hostile, aggressive, abusive or violent.

Minimum Qualifications: Education and/or Experience Requirements

• Court Clerk I
  • Associate degree in a paralegal, legal support, clerical, administrative assistant or related field AND at least three (3) years' clerical work experience; – OR – an equivalent combination of education and experience.
  • Previous customer service experience required.
  • Previous work experience in a law enforcement or legal setting preferred.
  • Previous bookkeeping/accounting experience preferred.
  • Must successfully pass criminal background check.

Licenses, Certificates, and Other Requirement

• Must be bondable.

Starting pay is determined within the expected hiring range based on qualifications, directly related experience, and internal equity. Employees may advance through the full salary range in accordance with County policy.

Expected Hiring Range: