Deputy Clerk Supervisor

Rock County; Janesville (WI); On-site; USD 52,000 - 76,000; Full time

Job summary

Rock County in Wisconsin seeks a Deputy Clerk Supervisor to oversee Clerk of Court Leads and staff, ensuring accurate court processing and adherence to policy. The role involves training, performance coaching, and enforcing work rules within the Clerk of Court division.

The position requires extensive CCAP knowledge, supervisory experience, and ability to manage complex clerical tasks and public inquiries with professionalism.

Qualifications

• Associate degree in legal administration or supervision/management.
• At least 3 years of experience as a Deputy Clerk.
• Extensive knowledge of CCAP software.
• At least 1 year of supervisory experience.

Responsibilities

• Supervise Clerk of Court Leads and staff; ensure accountability and performance.
• Coordinate assignment of court clerking duties and window service rotations.
• Mentor staff and develop training plans for clerks.
• Maintain knowledge of appeals process including various types.
• Prepare accurate court minutes and administer oaths.
• Balance cash drawer and collect filing fees.
• Maintain records and ensure statutory retention compliance.
• Represent court system in public and internal contacts.

Skills

Supervision

Policy interpretation

Staff coaching

Communication

Training

Research

Problem solving

Education

Associate degree in legal administration

Tools

CCAP software

Job description

Deputized by the Clerk of Circuit Court to perform/discharge 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. Work involves responsibility for coordinating a variety of duties related to the Clerk of Circuit Court including supervision of staff performing complex legal clerical tasks, financial and clerical operations.

60% Supervision of Clerk of Court Leads and staff; provide accountability of practice and performance of a wide variety of complex legal clerical tasks:

• Establish, promote, and enforce work rules and procedures.

• Interpret and explain policies and procedures to staff, courts, attorneys, public, clients, and outside agencies; advise appropriate alternative course of action.

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

• Effectively communicate any new policies, procedures, and changes in law to leadership and staff.

• Collaborate, develop, and assist in the implementation of management systems, information, record keeping, and related management controls.

• Oversee and audit the delegation of daily assignment of court clerking and support window service rotation.

• Oversee and audit the delegation of daily assignment of duties.

• Exam and identify staff member challenges and coach them to successful outcome.

• Develop training plans and materials. Mentor and train Clerk of Court Leads and staff.

• Plan, organize and mange Clerk of Court supervisory procedural meetings.

• Maintain knowledge of appeals process to include criminal, civil, permissive, multiple cross, and consolidated appeals, notice of intent to pursue post conviction relief and post judgment criminal filings.

• Sign Orders/Judgments without review by delegated authority by Clerk of Court and Court Officials.

• Expert knowledge, skills, and ability to carry out functions of all positions within division.

• Conduct staff performance audits; prepare performance evaluations and performance improvement plans, recommend disciplinary actions and termination.

• Participate in the identification of staffing needs, recruitment, interviewing, selection, hiring and onboarding of employees.

15%Record management §59.40(2):

• Accurately and timely process each incoming document: review content, receive payment, authenticate, name document, follow statutory confidentiality requirements, add detailed court record event, image when required, determine and link documents that require grouping, and route to proper party/court following local procedures and guidelines.

• Open/build all new incoming court cases into the Court Consolidated Automation Program (CCAP); including but not limited to parties, charges, moving documents, judgment liens, financial, and hearing date information.

• Monitor, audit and maintain an accurate court record of all documents and proceedings.

• Prepare, witness, and distribute statutory notices, orders, bonds, and warrants from court proceedings.

• Image/convert complete paper file to electronic file upon request.

• Dispose/close each court case accurately and in accordance with statutory requirements; including but not limited to: prepare, report, docket, and distribute judgment.

• Keep a record of all payments ordered by the court to be paid to the clerk of circuit court office.

• Prepare, issue, and report post judgment enforcement actions.

• Maintain/store all files and records in accordance with statutory retention requirements.

15% Clerk in court for Circuit Court and Court Commissioner.

• Prepare accurate minutes 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.

• Prepare and maintain juror seating chart, juror selection and peremptory challenge report, and receive/record verdict.

• Manage and maintain exhibits in accordance with the State of Wisconsin Office of court Operations exhibit management guidelines.

• Prepare order for release and/or destruction of exhibit at end of statutory retention period.

5%Represent the court system through effective communication with the public and internal/external contacts:

• Assist the general public without giving legal advice and violating statutes regarding confidentiality of certain records. This includes, but not limited to: providing information regarding case status, case filings, answering jury questions and answering general questions.

• Communicate in a calm and professional manner.

• Listen, assess and troubleshoot questions.

• Direct parties to applicable websites and/or other resources for more complex filings and or questions.

• Research, identify, certify and exemplify duplication requests, transcript, and foreign judgments.

• Receipt monies for filing fees, citations, and other court ordered assessments. Balance and maintain cash drawer.

• Provide/maintain statutorily required forms.

• Maintain knowledge of current statutory requirements, local rules, and policies and/or procedures. Provide/recite upon request.

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 administration professional/supervision/management.
• Three (3) or more years experience as a Deputy Clerk.
• Extensive knowledge of the Court Consolidation Automation Program (CCAP) software system.
• One (1) or more years of supervisory experience.
• Combination of education, training, and experience will be considered.

• 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 modern office equipment.