Probate Clerk - WATTS Review

Dane County; Madison (WI); On-site; USD 40,000 - 55,000; Full time

Job summary

Dane County is seeking a full-time Probate Clerk to handle Watts reviews in the Guardianship office. Responsibilities include managing hearings, assisting customers, and processing legal documents. Ideal candidates will have significant administrative experience in a court system or law office and demonstrate strong communication skills.

Qualifications

• Minimum of five years administrative experience in a court or law office.
• Knowledge of court practices, legal documents, and terminology.

Responsibilities

• Provide customer service at the Probate counter and answer procedural questions.
• Manage Probate related cases and file documents.
• Assist in processing hearings and related court activities.

Skills

Customer Service

Data Entry

Communication

Education

High school graduation

Job description

Dane County Clerk of Courts in Madison, WI has a current vacancy for a full-time (1.0 FTE) Probate Clerk - WATTS Review position.

The Probate Clerk - WATTS Review position handles all Watts reviews in the Guardianship office. This involves setting hearings for annual review, clerking the hearings, and dealing with the paperwork from the annual reviews. Guardian ad litem will file via e-file or paper file. Petitions for annual review, orders for payment of guardian ad litem are also part of the duties. Additional responsibilities include covering the Probate/Guardianship counter a few times per week to answer questions, assist customers in person and on the phone, receipting payments, and processing requests for documents. The role also involves assisting pro se customers with limited understanding of the Probate/Guardianship courts, answering general questions, and providing documents. The position serves as a backup for other staff when they are out, covering court for the Guardianship Paralegal, Guardianship staff duties, and the Mental Commitment clerk duties.

The Eligibility List created from this posting may be used for future Probate Clerk vacancies within the next six (6) months.

COMMITMENT TO EQUITY & INCLUSION

As an employer, we strive to provide a work environment where diversity and differing opinions are valued, creativity is encouraged, continuous learning and improvement are fostered, teamwork and open/honest communication are encouraged, and meeting customer needs through quality service is a shared goal. All employees must demonstrate multicultural competence — the awareness, knowledge, and skills needed to work effectively with individuals from diverse cultural backgrounds. Applicants from underrepresented populations, including women, racial and ethnic minorities, and persons with disabilities, are especially encouraged to apply.

DEFINITION

Under general supervision within the Clerk of Circuit Court’s Probate Office, this role provides customer service at the counter, via telephone, and through written, fax, and electronic correspondence. Core responsibilities include customer service, data entry, scanning, and cash receipting.

EXAMPLES OF DUTIES

• Provide front-line customer service at the Probate counter, greeting customers and answering procedural questions.
• Receive documents for filing, and manage Probate related cases.
• Scan incoming documents, answer calls, and schedule appointments.
• File documents, make copies, certify documents, and receipt payments for various fees.
• Assist in processing hearings and related court activities, including scheduling and document management.
• Coordinate with different agencies to ensure smooth court process flow for various case types.

Education, Training and Experience

High school graduation (or equivalent) is required. Candidates must also have a minimum of five (5) years of progressively responsible administrative experience in a court system, law office, or related environment, involving substantial responsibility for legal document processing and case management.

Background Check Statement: Some positions may require a criminal background check, which can include fingerprinting. Wisconsin’s Fair Employment Law prohibits discrimination based on arrest or conviction records, but disqualifications may occur if the responsibilities are substantially related to the criminal history.

For Bilingual Positions:

• Provide services in both English and the required foreign language.
• Applicants will be tested for language proficiency during the recruitment process.

*Individuals may confirm whether their bilingual certifications qualify for the position’s bilingual designation.

Physical and Environmental Work Requirements

This role involves working in a professional office environment, standing at the counter, sitting at a desk, reaching, scanning documents, and some lifting of boxes or envelopes. Most work is stationary, either at court or at a desk.

Knowledge of court practices, legal documents, and terminology is essential, along with the ability to maintain accurate records, interpret policies, handle diverse assignments, exercise independent judgment, and operate standard office equipment. Good communication skills, effective relationship-building, and the ability to handle a high volume of cases and financial transactions are also required. Knowledge or experience with Probate and Guardianship law is preferred.