Deputy Counter Clerk / Deputy Register in Probate

Deputy Counter Clerk: This position consists of legal support work for the Circuit Court system by providing services to the courts, general public and attorneys. This position primarily interacts with the general public at the counter in providing responses to all questions and requests for information.   Other duties may include preparing cases, drafting and processing various legal documents, maintaining court official calendars, accurately updating, maintaining and retaining court records in either paper or electronic format, and other related duties,?and provides?courteous, professional and efficient customer services.? 

Deputy Register in Probate: This position assists the Register in Probate  with effective administration of the probate process and maintenance of accurate and complete records in accordance with legal requirements.  Deputy Counter Clerk:

1. Assists the?public, attorneys and other agencies with information, resources, procedures and local court rules for completing forms and filings.   
   1. Assists with daily customer inquiries and requests, in compliance with the statutes under the supervision of the Clerk of Court or Chief Deputy.? 
   2. Assists with daily case management of court files, including creating and maintaining computer records, and complying with the statutes under the supervision of the Clerk of Court or Chief Deputy.
   3. Schedules?and re-schedules?hearings as directed by court officials. 
   4. Monitors?case deadlines; supervises file management and maintains case files confidentiality; files court documents in paper and electronic formats.? 

6. Prepares and explains bonds and conducts small claim initial appearances at the counter.

1. Administer oaths as required by statute.? 

1. Enters judgments, orders, liens, warrants, writs, and bond payments, etc.? 
2. Reviews?and accepts for filing incoming documents and new case filings.  Determines any required follow-up action by routing to the appropriate court official or processing according to department and statutory processes.? 
3. Files and/or scans?all court pleadings (paper filing and e-Filing) to create, maintain, close and retain the court record along with exhibits pursuant to Supreme Court Rule 72.    
4. Drafts letters and court orders, prepares legal documents, including temporary restraining orders, injunctions, orders to seal records, name changes, warrants,?judgments of conviction, etc.? 
5. Performs?records management duties to ensure statutory timelines are met for all cases.? 
6. Provide copies and/or faxes to appropriate parties, certify, and notarize documents.? 
7. Processes invoices, receipts payments for fines, fees and forfeitures using court approved financial software.? 
8. Accepts new cases for filing, files correspondence and other legal pleadings, consistent with retention policy.? 
9. Answers and screens incoming calls and visitors; assists, provides information, or directs to appropriate staff.? 
10. Adhere to specific statutory time frames required to process case closing documents, orders, judgments and appeals. 
11. Performs Jury back-up duties as required.   
12. Other duties as assigned.? 

Deputy Register in Probate:

1. Performs administrative functions and assists with judicial duties of the probate court. 
2. Provides information and assistance to the general public with procedure and requirements in probate matters. 
3. Acts as a court official in the capacity of Probate Registrar to administer informal probate administration and ensure statutory compliance. 
4. In the absence of the Register in Probate, perform duties as authorized in Wisconsin Statutes and Supreme Court Rulings Rules in the areas of probates, guardianships, civil commitments, adoptions, trusts,  conservatorships and all juvenile cases (Chapters 48 and 938). 

1. 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. 
2. Perform case management duties for guardianship, civil commitments, adoptions, and termination of parental rights; ensures compliance with statutes, and monitors compliance. 
3. Clerks hearings; prepares minutes; collects and marks exhibits; schedules and documents proceedings.  
4. Ensures fiduciary responsibility of parties and monitors court ordered financial obligations. 
5. Reviews and receipts for statutory fees due on case files.
6. Creates and maintains case and financial management computer records
7. Reads, interprets and applies state statutes to make decisions on  case management issues. 
8. Perform duties and responsibilities as authorized in Wisconsin Statutes 851.72, 851.73, 865.065, and 48.04. 
9. Draft orders; prepares court record for Court of Appeals; and administers oaths as required by statute. 
10. Coordinates use of video conferencing equipment. 
11. Assists in preparing documents for various state reports including, but not limited to:   Bureau of Vital Statistics, Adoption Records Search Program, State Public Defender, and Prohibited Possession of Firearm Report. 
12. Other duties as assigned. 

Deputy Counter Clerk: 
•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. 

Deputy Register in Probate: 

• 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. 
• Must successfully pass criminal background check. 

• 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 the 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.