Description

Overview

FLSA: Non-Exempt:These are clerical support positions in specialized areas of the Clerk of Courts Office. Employees in these positions handle various clerical relating to court matters such as record keeping, computer data input, telephone, and working with the public. Employees work in one or more of the following areas: Traffic Court/Civil Forfeiture, Criminal Court, Small Claims, Civil Court. Employees are selected and supervised by the Clerk of Courts, and work under moderate supervision once having gained experience on the job.

Essential Leadership Functions 

Act with Integrity and Build Trust 

• Demonstrate mutual respect, humility, and honesty in all interactions 

• Speak up appropriately, even when expressing unpopular viewpoints 

• Actively listen and remain open-minded to diverse perspectives 

Drive for Results 

• Set clear goals and objectives to motivate self and others to achieve outcomes 

• Seek new opportunities to improve processes and drive sustainable results 

• Hold self and others accountable through consistent evaluation and monitoring 

Develop Talent and Effective Teams 

• Foster a collaborative environment that encourages knowledge sharing and growth 

• Provide mentorship and support to help self and others reach full potential 

• Recognize and leverage diverse strengths within self and team 

Lead with Vision and Strategy 

• Understand and communicate a compelling vision that aligns with organizational goals 

• Develop and execute comprehensive strategies to achieve long-term objectives 

• Connect daily work to the bigger picture, inspiring self and others to contribute meaningfully 

Lead with Paradoxical, Critical, and Agile Thinking 

• Navigate complex situations by considering multiple perspectives 

• Adapt quickly to changes and uncertainties in the work environment 

• Make critical decisions using analytical skills, experience, and input from others 

Build and Maintain Effective Relationships 

• Communicate and collaborate effectively with stakeholders across the organization 

• Influence others through coaching, consulting, and team-minded thinking 

• Develop and sustain partnerships that create positive outcomes for all stakeholders 

Cultivate Community Engagement and Provide Excellent Service 

• Understand and address the needs and concerns of the community 

• Incorporate community perspectives into decision-making processes 

• Drive initiatives that create positive impacts beyond the organization 

Demonstrate Emotional Intelligence 

• Show self-awareness and manage emotions effectively in challenging situations 

• Seek and respond constructively to feedback, even in the face of setbacks 

• Balance empathy with accountability when leading self and working with others 

Essential Job Functions

Dockets information on computerized system that involves recording all legal documents and court minutes.

Prepares judgments or other legal documents.

Accurately inputs/accesses/retrieves information on a computerized system. Handles incoming and outgoing correspondence.

Works with attorneys and the public regarding inquiries.

Files information, makes photocopies, opens new files, closes out files, answers phone.

Conducts record searches for information, as requested. Keeps confidentiality of work-related matters.

Follows instructions from office personnel and works cooperatively with other office personnel in completing all duties of the Office of the Clerk of Courts.

Prepares documents for scanning by removing staples, assembling pages; then scans documents and destroys them.

In this public service position, employee is required to be courteous, cooperative and respectful at all times, with the public and clients. Also establishes and maintains a courteous, cooperative and respectful working relationship with other employees, supervisors and public officials.

AdditionalEssentialJobFunctionsforCivilForfeiture/TrafficCitations

Keepsconfidentialrecords/files.

WorkscloselywithMotorVehicleDepartment,Municipalities,StatePatrol, County and City Officers, DA, Judges, Justice Sanctions and related agencies.

Prepares judgments for criminal and traffic cases by entering data into the CCAP system.

AdditionalEssentialJobFunctionsforCriminalCourt

Keeps confidential records/files of John Doe proceedings, search warrants and arrest warrants.

Works closely with Criminal Information Bureau, CCAP, WI Sentencing Commission, Judges, DA, Law Enforcement agencies, Dept. of Corrections (Probation and Parole), WI State Prison and other agencies.

AdditionalEssentialJobFunctionsforSmallClaims

Scans documents filed at the front counter into Small Claims cases.

AdditionalEssentialJobFunctionsforCivilCourt

PreparesVitalStatisticsformforNameChanges.

Provides back-up coverage for counter and telephone; answer telephone; take payments, new filings, and answer questions.

Physical demands: Sits at desk, uses hearing, near vision and fingering for typing, word processing, calculators or other office machines. Talks to clients, callers, department staff. Sits, stands, bends, reaches, and moves about the office intermittently throughout the day. Handles papers and manuals, etc., lift files, copy paper and other office materials. Some positions require standing for longer periods of time and waiting on counters and frequent moving from desk to counter.

Related Job Functions 

This job description is not intended to encompass every job duty or responsibility but is only illustrative. This position is required to perform other duties as may be assigned or required.

Knowledge, Skills and Abilities

Good working knowledge of up-to-date office methods and procedures and of business English and spelling.

Ability to operate general office equipment such as computer, copying machines, calculators, etc.

Ability to make simple computations either manually or by machine.

Ability to perform clerical operations; understand and carry out oral and written instructions of specific nature.

Ability to read, write, add and subtract; deal the public and to establish good working relationships with associated agencies, County officials and other employees.

Ability to work with confidential records and keep confidentiality.

Ability to use independent judgment in carrying out assigned tasks.

Ability to input, access and retrieve data on a computerized system and keep a variety of records.

Ability to type 50 words per minute net with accuracy.

Ability to enter data at 120 keystrokes per minute, with 90% accuracy.

Training, Experience and Other Requirements

Graduation from an accredited high school or GED with training in business courses such as typing, record keeping and office practices.

Preference for advanced training and/or Associate Degree in clerical, legal secretary or computer functions.

Minimum of two years general office experience.

Legal secretarial experience and experience entering data into the CCAP database preferred.

May consider other relevant combination of training and experience.