Calendar Clerk

Walworth County Judicial Center Elkhorn , WI 53121

Posted 3 months ago

Position Summary Benefits Supplemental Questions

This position exists to ensure that civil, felony, misdemeanor, family, juvenile, probate, guardianship, paternity, mental; traffic and ordinance cases are efficiently processed through the judicial system.

SUPERVISION

This position acts as a lead worker for the Deputy Clerk of Court, Administrative Clerk II and Administrative Clerk I positions.

SCHEDULE

Days: Monday

  • Friday

Work Hours: 8:00am

  • 5:00pm

Hours Per Shift: 8

Shifts Per Pay Period: 10

Position FTE: 1.0 FTE (Full-Time)

Applications are being accepted from Walworth County employees as well as members of the public.

Essential Duties and Responsibilities:

This job description reflects management's assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.

Knowledge of case files: Ensure the quality and accuracy of the court file by having specific knowledge of federal, state and local statutes and rules and thereby be able to identify errors, discrepancies, and improperly filed documents and recognize documents missing or not recorded or scanned into the case file.

Process case files: Process both paper documents and electronic documents, doing routine tasks such as data entry, organization, cross-referencing, scanning, copying and retrieval.

Work with the Clerk of Courts staff to ensure files are available for the judges: Provide the proper files to the Court. Locate case relevant information, organize case files ensuring information is organized and easily accessible for the judge.

Maintain all files to include exhibits: Follow office procedures for maintenance of files and exhibits including contraband; weapons; drugs; currency.

Store exhibits during and upon completion of trial and maintain accountability for the exhibits and files being used by their division. Monitor all case files in assigned division; schedule for the appropriate handling and disposal of all cases in a timely manner.

Develop and maintain a high level of trust with the judges/commissioners: Ensure the smooth and adequate flow of information between the Judge and the Clerk of Courts.

Draft basic court documents to be reviewed and approved by the judge, such as notices of hearings. Prepare the daily court calendar. Review and screen all paperwork and phone/personal requests for the judges.

Control and limit access to the judges/commissioners at all times. Process necessary paperwork for those cases in which a Request for Substitution of Judge or when a judge recuses himself.

Retrieve/review legal references requested by the Judge. Have a good working knowledge of all the statutes that pertain to assigned division, along with others that pertain to the office/courts.

Schedule all hearings for the court: Provide accurate calendar management including scheduling of court hearings, trials, conferences, legal appointments and provide all necessary information for scheduling conferences. Ability to handle multi-trial schedules; speedy demands for defendants incarcerated; prioritize the schedules for the judges/commissioners.

Perform court duties: Take concise minutes as required by Section 59.40, Wis.

Stats.

Administer oath to interpreters, witnesses, jurors and bailiffs. Mark and maintain exhibits. Ensure that all the courtroom equipment, video, audio, monitors and other items are working and ready for use.

Provide attorneys/parties with necessary paperwork during/following the court hearing. Identify hearings/trials that require higher security needs. Contact Court Security prior to or during a hearing.

Jury Trials: Compile the monthly list of jury trials each month and work with the Deputy Jury Clerk.

Instruct the Jury Clerk on the panel size; special requirements necessary for high-profile cases; and lengthy cases. Make the necessary arrangements for jury meals, transportation, or lodging as warranted by the trial. Transportation and lodging will be arranged with a supervisor.

Appeals: Receive appeals from Municipal Court to Circuit Court and assign these appeals to a Circuit Court Judge.

Assist the Appeal Deputy Clerk, Administrative Clerk II and Administrative Clerk I positions with the opening, processing and closing of files. Process/monitor all appeals on criminal, civil, family and paternity files and keep track of them for statistical purposes. Process judgments as required by statutes. Coordinate dates with the after-hours judge/commissioner.

Clerical Duties: Prioritize all incoming correspondence.

Handle confidential documents ensuring they remain secure. Maintain an orderly workflow according to priorities. Assist colleagues whenever necessary. Process departmental mail and assist at the counter, waiting on the public, when needed.

Demonstrate a commitment to county safety and risk management efforts.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

High School plus two additional years of formal preparation and four to five years of relevant prior experience. Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals as well as ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Proven experience with legal terminology.

Interactions & Communication

Provides specialized information and/or recommendations to others regarding an area of expertise. Ability to communicate professionally, clearly, concisely and tactfully.

Must have the ability to exercise judgment and diplomacy. Must maintain a high level of confidentiality, discretion and integrity.

Decision Making

This position has the authority to make decisions that are within general procedures and protocols; supervision is available as required or requested. These decisions directly impact the performance in the job and/or the work unit within the department and information is provided with additional research and observations which contributes to the decision making process.

Thinking and Problem Solving

In relation to established procedures, protocols and policies of the County, challenges in this position tend to be diverse, but are typically covered by precedent or established practice.

Equipment Used

Scanner Copy Machine

Typewriter FAX Machine

Telephone Personal Computer/Printer

Calculator Receipter

Digital Audio recorder

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions. The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, walk, sit, and reach with hands and arms.

The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Selection Process:

TO INCLUDE:

Formal Walworth County Electronic Application

Education and Experience Review

Data Entry Test (6,000 kph)

Typing Test (40 wpm)

Record Locating Test (70%)

Sentence Clarity Test (70%)

Spelling Test (70%)

Microsoft Word 2010 Test (70%)

Microsoft Excel 2010 Test (70%)

Legal Terminology Test (70%)

Written Exam (70%)

Oral Department Interview

Reference Check

Background Check

Post Offer Physical Exam

Drug Screen

Other job related tests may be required.



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Calendar Clerk

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