Deputy Clerk of Court

Polk County•Balsam Lake, WI

19h

About The Position

The Deputy Clerk of Court is a specialized position responsible for timely and accurate work that applies court orders, Wisconsin statutes, and applicable policies, procedures, and laws to court filings and records maintenance. The role requires knowledge of the Clerk of Court’s responsibilities and the court and legal system in order to respond to questions from internal and external customers and direct them to appropriate resources. The Deputy Clerk works with other sections of the Polk County Court System and other agencies, maintains court and lien records, enters case information and judgments in the CCAP system, schedules court events, and submits required traffic dispositions to the Wisconsin Department of Transportation. The position also receipts and tracks payments, supports bookkeeping and balancing, prepares case files, and clerks courtroom proceedings. The employee takes minutes, administers oaths, records exhibits, follows judges’ directions, and assumes primary responsibility for an assigned division or area. The role also contributes to team efforts to improve office efficiency and fulfill the department’s mission.

Requirements

High school graduate, GED, or HSED.
Two-year associate degree as a legal assistant or in a related field, and a minimum of two years of experience working within the legal system; or an equivalent combination of education and experience providing equivalent knowledge, skills, and abilities.
Capability to operate a personal computer using standard word processing, spreadsheet, and email software.
Working knowledge of court procedures and practices, legal resources such as state statutes, and legal terminology and forms used in legal procedures.
Demonstrated aptitude and skills through computerized, standardized pre-employment assessments, including legal terminology, keyboarding, customer service, and basic math.
Ability to provide quality customer service, communicate effectively with the public and stakeholders, and support continuous improvement.
Integrity, honesty, ethical conduct, confidentiality, and accountability.
Attention to detail, organization, self-management, productivity, flexibility, and effective written and verbal communication.
Proficiency with online tools and business applications, including Word, Excel, PowerPoint, and specialized web-based or departmental systems.
Ability to maintain neutrality and effective performance under pressure, during criticism or disagreements, and when staffing or resources are insufficient or fluctuate.
Listening and conflict-management skills, including a commitment to finding solutions and working with difficult people.
Ability to meet the physical demands of the position, including frequent sitting, walking, standing, and manual tasks; occasional lifting of up to 20 pounds; and required vision abilities.

Responsibilities

Maintain comprehensive knowledge of the Clerk of Court’s responsibilities and role in the court and legal system to answer customer questions and efficiently direct inquiries to appropriate contacts or outside sources.
Cooperate with other sections of the Polk County Court System and with agencies within and outside Polk County as required by individual cases.
Follow policies and procedures and accurately report and enter judgments, including convictions and civil judgments, in accordance with Wisconsin statutes, local rules, municipal laws, and Model Recordkeeping procedures.
Maintain judgments and lien records, index court actions through data entry in the CCAP computer system, and schedule court events and send notices.
Submit traffic violation dispositions and required suspension or revocation information to the Wisconsin Department of Transportation.
Accurately receipt money collected for forfeiture and criminal proceedings involving state, county, and municipal violations, and prepare required court-ordered paperwork.
Assist with recording, maintaining, and balancing departmental bookkeeping records; receipt and track payments made to the court.
Prepare files for court proceedings by collecting and organizing paperwork and providing cases to court officials in advance.
Clerk courtroom hearings, trials, and proceedings; take accurate minutes and process in-court matters; administer oaths; and collect, mark, and record exhibits.
Respectfully follow the direction of Circuit Court judges.
Assume primary responsibility for an assigned division or area and serve as the Clerk of Courts’ point person for related cases or records.
Participate as a team member to improve office efficiency and cooperatively solve problems.
Fulfill the department’s mission and purpose.