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Deputy Clerk of Courts

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Deputy Clerk of Courts

Salary

$23.89 - $32.38 Hourly

Location

Elkhorn, WI

Job Type

Full-time

Job Number

2025-00129

Department

Clerk of Courts

Opening Date

12/11/2025

Closing Date

12/28/2025 11:59 PM Central

+ Description

+ Benefits

An Equal Opportunity Employer

Position Summary

Deputy Clerk of Courts positions will be assigned a specific area of focus, such as civil, family, guardian, jury, juvenile, probate, or criminal. Each position will be responsible for researching and interpreting Wisconsin State Statutes relevant to that focus. These roles involve creating and maintaining all Walworth County court files, exhibits, and court records.

SUPERVISION

This position acts as a lead worker to the departments Administrative Clerks.

SCHEDULE

Days: Monday - Friday

Work Hours: 8:00 a.m. - 4:30 p.m.

Hours Per Shift: 8

Shifts Per Pay Period: 10

Position FTE: 1.0

Applications are being accepted from current County employees as well as member of the public.

Essential Duties and Responsibilities

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

Comprehend all Wisconsin statutes that pertain to assigned division, along with others that pertain to the office/courts.

Be prepared to back up other divisions within the office and have working knowledge of the applicable Wisconsin statutes of those divisions.

Ensure the quality and accuracy of the court files 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. Statutory knowledge pertains to that of the assigned division, along with others that pertain to the office/courts so that coverage can be provided.

Access, enter, and retrieve data ensuring accuracy and validity of information on specialized Circuit Court Automation Project (CCAP).

Determine the correct case type and required filing fee for all new case filings.

Open new cases and assign to proper Court Official. Determine if the file needs to be routed to a Court Official for immediate review of if a future review date is needed.

Accurately enter the final disposition for all case types including financial assessments, criminal sentences, civil judgments or other conditions that may apply.

Ensure court records are available for the judges and provide the proper records to the Court upon request.

Identify and locate relevant case information, organize case files ensuring information is organized and easily accessible for the judge.

Review paperwork submitted for filing to ensure completeness and accuracy.

Process both paper documents and electronic documents, doing routine tasks such as data entry, organization, cross-referencing, scanning, copying, and retrieval. Ensure proper security classifications are applied to each case type.

Determine proper routing of all documents through e-filing.

Maintain all files to include exhibits. Follow office procedures for maintenance of files and exhibits including contraband, weapons, drugs, and currency. Store exhibits during and upon completion of trial and maintain accountability for the exhibits and files being used by their division.

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

Draft basic legal documents to be routed to the Judge for review and signature.

Process necessary paperwork for those cases in which a Request for Substitution of Judge or when a judge recuses.

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.

Generate notices of hearings for upcoming hearings.

Ability to handle multi-trial schedules, speedy demands for defendants incarcerated, and prioritize the schedules for the judges/commissioners.

Prepare the daily court calendar. Monitor all case files in assigned division; schedule for the appropriate handling and disposal of all cases in a timely manner.

Clerk all types of hearings: 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. Communicate with Court Security to ensure coverage based on need/risk/type of hearing.

Jury Management: Monitor and manage cases scheduled for jury trials. Determine the panel size needed for trial and take into consideration special requirements necessary for high-profile cases and lengthy trials. Make the necessary arrangements for jury meals. Work with management to arrange transportation or lodging as warranted by the trial.

Process and monitor cases involving out-of-county judges.

Schedule and clerk cases specifically assigned to out-of-county judges.

Transfer cases in which venue has changed.

Open and process new cases being transferred to Walworth County on a change of venue.

Receive and process appeals from Municipal Court to Circuit Court to the Circuit Court.

Prepare and process appeals on all case types within the division to the Wisconsin Court of Appeals. Track appeals for statistical purposes.

Process judgements as required by statutes.

Recognize bankruptcy pleadings and ensure timely processing of bankruptcy notices filed with the Court.

Receipt all payments and apply appropriately to existing assessments.

Ability to differentiate between DOC and COC assessments.

Track final billings from Court Appointed Attorneys and Guardians ad Litem

Prepare Daily Deposits as assigned.

Close and balance cash drawers at the end of each business day.

Prepare month end in accordance with Wisconsin Statutes and County Procedures as assigned.

Understand and follow Wisconsin Statutes as they relate to review and release of confidential records Handle confidential documents ensuring they remain secure pursuant to Wisconsin Statutes.

Maintain an orderly workflow according to priorities.

Customer service responsibilities to include, but are not limited to: responding to customer inquiries both in person and on the phone regarding court processes and managing court records. Interact with the public, in a tactful and courteous manner while providing quality customer service.

Establish and maintain effective, professional, positive, and respectful working relationships and communicates internally, with other County Departments/Divisions, clients/customers, outside agencies, and the general public.

Cross train on procedures used in other areas/divisions and serve as back up as assigned.

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 two to three years of relevant experience; or some formal preparation with a minimum of four years of directly related legal experience. Proven experience in ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Proven experience in legal terminology.

Interactions & Communication

Provides specialized information and/or recommendations to others regarding an area of expertise.

Decision Making

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

Thinking & 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.

Tools and Equipment Used

Calculator Copy Machine

FAX Machine Personal Computer/Printer

Telephone Typewriter

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. 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 sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must 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 & Experience Review

Oral Department Interview

Reference Check

Background Check

Post Offer Physical Exam

Drug Screen

Other job related tests may be required.

WALWORTH COUNTY EMPLOYEE BENEFIT SUMMARY

H - Non-Represented Hourly Employees

BARGAINING UNIT: Non-Represented Hourly Employees Hired on or after January 1, 2012

DATE: January 1, 2019

EMPLOYMENT STATUS: All employees of Walworth County are at-will employees.

BASIS OF PAYMENT: You are paid for actual hours worked plus pay for any accrued benefit time for which you are eligible. You are eligible for overtime or compensatory time in accordance with provisions of the Fair Labor Standards Act.

SCHEDULED TIME OFF: Accrued based on straight-time hours paid each pay period. All accrued scheduled time off hours are available for use, subject to approval of your supervisor. As a full-time employee you earn scheduled time off (pro-rated for part-time) equivalent to the following:

10 days per year after 1 year of Walworth County Service

15 days per year after 5 years of Walworth County Service

20 days per year after 15 years of Walworth County Service

PERSONAL TIME OFF: Employees will receive 64 hours of personal time off as a lump sum at the beginning of each year (pro-rated for part-time and newly-hired employees). At the end of each calendar year, an employee may request to move remaining personal time off hours to the extended sick leave bank. If no request is made, any remaining hours shall be paid out on the employee's last pay date of the calendar year.

EXTENDED SICK LEAVE BANK: Used for time off of work for more serious health conditions that require three or more consecutive days off or when on an approved leave of absence.

HOLIDAYS: Ten paid holidays each year. As a part-time employee, you receive pro-rated holiday pay based on your positions budgeted FTE.

INSURANCE: Employees hired into a .75 FTE or higher position are eligible for Health, Dental, Life, Vision, Short-Term Disability and Long-Term Disability insurance benefits on the first of the month following 30 days of service provided you complete enrollment forms within 30 days of hire. Employees hired into a .50 FTE or higher position are eligible for all benefits listed below except Health insurance. Employees hired into a .49 FTE or less position are eligible to participate in Short-Term Disability only.

Health Insurance: You can choose Tier 1 or Tier 2. Tier 1 is a standard co-pay plan. Tier 2 is a High Deductible Health Plan (HDHP) with a Health Savings Account (HSA). The County will contribute an amount approved by the County Board, payable as a lump sum to your HSA for Tier 2. You may also elect to contribute to your HSA up to the IRS maximum. You may elect either family or single coverage. The monthly premium will be split between the County and the employee.

Dental Insurance: You may elect either family or single coverage. The county shall pay 100% (single or family) of the premium for a full-time and 50% (single or family) of the premium for a part-time employee enrolled in dental insurance.

Life Insurance: The County provides you with term life insurance in an amount equal to $25,000. You have the option of purchasing additional coverage for yourself, spouse, and/or dependent children.

Short-Term Disability Insurance: The County provides you with Short-Term Disability Insurance with premiums paid by the employer.

LTD Insurance: The County provides you with Long-Term Disability Insurance. The monthly premium is 0.83% of your insured monthly wages. The County shall pay 67% of the premium & employee shall pay 33% of the premium.

Vision Insurance: You may elect to participate in Vision insurance. The employee electing coverage shall pay 100% (single or family) of the premium for vision insurance.

WISCONSIN RETIREMENT: You are covered under the Wisconsin Retirement System if you are expected to work a minimum of 1200 hours per year for a period of one year or more. The WRS provides you with separation, disability or retirement benefits upon termination. The payment is split between the county and employee, as prescribed by state law. Employees expected to work less than 1200 hours per year will not receive this benefit.

EDUCATIONAL ASSISTANCE: After completing 6 months of employment, you are eligible to participate in the Educational Assistance Program and receive partial reimbursement for tuition upon completion of approved courses.

TAX-SHELTERED BENEFITS: You may elect to participate in the following tax-sheltered benefits:

Deferred Compensation (S457 plan)

Medical Spending Account (S125 plan)

Dependent Care Plan (S125 plan)

Health Savings Account (S223 plan)

WORKERS COMPENSATION: You are covered by Workers Compensation for any illness or injury arising out of your employment. Medical expenses and compensation for lost time are paid from the workers' compensation plan. In addition, the County will supplement the workers' compensation lost-time payment for up to 1 year, making you whole on a "net-check" basis.

DIRECT DEPOSIT: You are required to participate in direct deposit of your paycheck to a banking institution of your choice.

EMPLOYEE ASSISTANCE PROGRAM: You and your family are encouraged to use the Employee Assistance Program for help in addressing confidential family and financial matters. EAP services are provided through Curalinc. Please call 888-881-5462 for help.

BEREAVEMENT LEAVE: You will receive pay for up to 3 days for the purpose of bereavement over the death of your spouse, child, step-child, parent, step-parent, brother, sister, grandparent, grandchild, mother-in-law, father-in-law, or other member of the immediate household (excluding renters).

You will receive up to 1 day of pay for the death of your brother-in-law, sister-in-law, son-in-law, daughter-in-law, aunt, uncle, niece or nephew.

JURY DUTY: Your regular wages will be made-whole for any time you are required to serve on jury duty.

MILITARY LEAVE: Your regular wages will be made-whole for up to two weeks for you to meet your annual two-week reserve duty obligation. Extended military leaves are provided in accordance with state and federal laws.

LEAVE OF ABSENCE: You are required to request a leave of absence in writing and a minimum of 15 calendar days prior to your expected absence. All leaves are subject to approval of the Human Resources Department and are at the discretion of the County's representative, except as otherwise required by law. Under emergency situations, the leave papers must be submitted within 5 days after the absence begins. Periods of absence less than 5 days may be approved by your department head.

Note: This Summary provides only a brief outline of your benefits. All benefit terms and conditions are subject to the specific provisions of plan documents, policies, and/or legal rules and regulations. These benefits are subject to change from time to time by action of the County Board and/or Human Resources Committee.

Employer

Walworth County

Address

Phone

262-741-7950

Website

http://www.co.walworth.wi.us

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