Deputy Counter Clerk / Deputy Register in Probate

Barron County•Barron, WI

23h•Onsite

About The Position

This position serves a dual role, encompassing both Deputy Counter Clerk and Deputy Register in Probate duties within the Circuit Court system. As a Deputy Counter Clerk, the role involves providing legal support services to courts, the public, and attorneys, primarily interacting with the public at a counter to answer questions and fulfill requests. Duties include preparing cases, drafting and processing legal documents, maintaining court calendars, and accurately updating and retaining court records in both paper and electronic formats, all while ensuring courteous, professional, and efficient customer service. As a Deputy Register in Probate, the position assists the Register in Probate with the effective administration of the probate process and the maintenance of accurate and complete records in accordance with legal requirements. This includes performing administrative functions, assisting with judicial duties of the probate court, providing information and assistance to the public regarding probate matters, and acting as a court official (Probate Registrar) to administer informal probate and ensure statutory compliance. In the absence of the Register in Probate, the individual may perform authorized duties related to probates, guardianships, civil commitments, adoptions, trusts, conservatorships, and juvenile cases. The role may also involve acting as a Probate Court Commissioner for uncontested formal probate matters, performing case management for various legal areas, clerking hearings, collecting and marking exhibits, scheduling and documenting proceedings, ensuring fiduciary responsibility, reviewing and receipting fees, creating and maintaining case and financial records, interpreting and applying state statutes, and preparing court records for appeals.

Requirements

Associates degree in a clerical field, administrative assistant or related field with three (3) year’s clerical work experience; OR a high school diploma/equivalent with five (5) years clerical/office support work experience.
Previous customer services experience required.
Previous work experience in a law enforcement or legal setting preferred.
Must successfully pass criminal background check.
Associates degree in Paralegal, legal, public administration, or other related program and five (5) years of law office or court-related experience.
Previous probate experience preferred.
Knowledge and understanding of the area of Wisconsin Statutes covering probate, adoption, wills, guardianships, civil commitments, juveniles and trusts.
Knowledge of the purpose, functions, scope, and statutory powers of the Probate Court, Juvenile Court, and the Register in Probate Office.
Ability to utilize and understand advisory data such as statutes, court documents, orders, state mandated forms, model recordkeeping, court bulletins, legislative bulletins, Supreme Court Rules, procedures and guidelines.
Knowledge, skill, and ability to understand and use legal terminology, legal format, and processes.
Knowledge of standard and legal office practices, procedures, and clerical techniques.
Knowledge of Wisconsin Statutes and ongoing statutory changes, procedural changes, and form changes.
Skill to take notes and minutes; and accurately incorporate essential details in preparing legal documents.
Ability and skill to prepare Court documents in a timely and accurate manner.
Knowledge of administrative policies and procedures of the County.
Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
Ability to establish and maintain accurate records of assigned activities and operations.
Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
Ability to think quickly, maintain self-control, and adapt to stressful situations.
Knowledge of computer software including word processing, spreadsheet and database applications consistent for this position.
Ability to perform mathematical calculations required of this position.
Ability to understand and effectively carry out verbal and written instructions.
Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
Ability to handle sensitive interpersonal situations calmly and tactfully.
Ability to maintain effective working relationships with individuals within and outside the organization.
Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provision of open records laws.
Ability to work the allocated hours of the position and respond after hours as needed.

Nice To Haves

Previous work experience in a law enforcement or legal setting.
Previous probate experience.

Responsibilities

Provides legal support services to courts, the public, and attorneys.
Interacts with the general public at the counter, responding to questions and requests for information.
Prepares cases, drafts and processes various legal documents.
Maintains court official calendars.
Accurately updates, maintains, and retains court records in paper or electronic format.
Provides courteous, professional, and efficient customer service.
Assists the public, attorneys, and other agencies with information, resources, procedures, and local court rules for completing forms and filings.
Handles daily customer inquiries and requests in compliance with statutes.
Manages daily case files, including creating and maintaining computer records.
Schedules and re-schedules hearings as directed by court officials.
Monitors case deadlines and supervises file management, maintaining case file confidentiality.
Files court documents in paper and electronic formats.
Prepares and explains bonds and conducts small claim initial appearances.
Administers oaths as required by statute.
Enters judgments, orders, liens, warrants, bond payments, etc.
Reviews and accepts incoming documents and new case filings for processing.
Determines required follow-up actions by routing to the appropriate court official or processing according to department and statutory processes.
Files and/or scans all court pleadings to create, maintain, close, and retain the court record along with exhibits.
Drafts letters and court orders, prepares legal documents including temporary restraining orders, injunctions, orders to seal records, name changes, warrants, and judgments of conviction.
Performs records management duties to ensure statutory timelines are met for all cases.
Provides copies and/or faxes to appropriate parties, certifies, and notarizes documents.
Processes invoices and receipts for fines, fees, and forfeitures using court-approved financial software.
Accepts new cases for filing, files correspondence and other legal pleadings consistent with retention policy.
Answers and screens incoming calls and visitors, assists, provides information, or directs to appropriate staff.
Adheres to specific statutory time frames for processing case closing documents, orders, judgments, and appeals.
Performs Jury back-up duties as required.
Performs administrative functions and assists with judicial duties of the probate court.
Provides information and assistance to the general public with procedure and requirements in probate matters.
Acts as a court official in the capacity of Probate Registrar to administer informal probate administration and ensure statutory compliance.
In the absence of the Register in Probate, performs duties as authorized in Wisconsin Statutes and Supreme Court Rulings in areas of probates, guardianships, civil commitments, adoptions, trusts, conservatorships, and all juvenile cases.
May act as court official in the capacity of a Probate Court Commissioner with the duties and powers to represent the Court and take testimony in uncontested formal probate matters.
Performs case management duties for guardianship, civil commitments, adoptions, and termination of parental rights; ensures compliance with statutes, and monitors compliance.
Clerks hearings; prepares minutes; collects and marks exhibits; schedules and documents proceedings.
Ensures fiduciary responsibility of parties and monitors court-ordered financial obligations.
Reviews and receipts for statutory fees due on case files.
Creates and maintains case and financial management computer records.
Reads, interprets, and applies state statutes to make decisions on case management issues.
Performs duties and responsibilities as authorized in Wisconsin Statutes 851.72, 851.73, 865.065, and 48.04.
Drafts orders; prepares court record for Court of Appeals; and administers oaths as required by statute.
Coordinates use of video conferencing equipment.
Assists in preparing documents for various state reports.
Performs other duties as assigned.