Position Summary and Job Duties Deputized by the Clerk of Circuit Court to perform/discharge duties in accordance with Wisconsin Statute§59.40. In the absence of the Clerk of Circuit Court and Chief Deputy, may assume the responsibility of the office. Work involves responsibility for coordinating a variety of duties related to the Clerk of Circuit Court including supervision of staff performing complex legal clerical tasks, financial and clerical operations. 60% Supervision of Clerk of Court Leads and staff; provide accountability of practice and performance of a wide variety of complex legal clerical tasks:
- Establish, promote, and enforce work rules and procedures.
- Interpret and explain policies and procedures to staff, courts, attorneys, public, clients, and outside agencies; advise appropriate alternative course of action.
- Research and address questions from staff, other courts, attorneys, community agencies, and law enforcement regarding court cases, policies, procedures, and changes in law.
- Effectively communicate any new policies, procedures, and changes in law to leadership and staff.
- Collaborate, develop, and assist in the implementation of management systems, information, record keeping, and related management controls.
- Oversee and audit the delegation of daily assignment of court clerking and support window service rotation.
- Oversee and audit the delegation of daily assignment of duties.
- Exam and identify staff member challenges and coach them to successful outcome.
- Develop training plans and materials. Mentor and train Clerk of Court Leads and staff.
- Plan, organize and mange Clerk of Court supervisory procedural meetings.
- Maintain knowledge of appeals process to include criminal, civil, permissive, multiple cross, and consolidated appeals, notice of intent to pursue post conviction relief and post judgment criminal filings.
- Sign Orders/Judgments without review by delegated authority by Clerk of Court and Court Officials.
- Expert knowledge, skills, and ability to carry out functions of all positions within division.
- Conduct staff performance audits; prepare performance evaluations and performance improvement plans, recommend disciplinary actions and termination.
- Participate in the identification of staffing needs, recruitment, interviewing, selection, hiring and onboarding of employees.
15% Record management §59.40(2):
- Accurately and timely process each incoming document: review content, receive payment, authenticate, name document, follow statutory confidentiality requirements, add detailed court record event, image when required, determine and link documents that require grouping, and route to proper party/court following local procedures and guidelines.
- Open/build all new incoming court cases into the Court Consolidated Automation Program (CCAP); including but not limited to parties, charges, moving documents, judgment liens, financial, and hearing date information.
- Monitor, audit and maintain an accurate court record of all documents and proceedings.
- Prepare, witness, and distribute statutory notices, orders, bonds, and warrants from court proceedings.
- Image/convert complete paper file to electronic file upon request.
- Dispose/close each court case accurately and in accordance with statutory requirements; including but not limited to: prepare, report, docket, and distribute judgment.
- Keep a record of all payments ordered by the court to be paid to the clerk of circuit court office.
- Prepare, issue, and report post judgment enforcement actions.
- Maintain/store all files and records in accordance with statutory retention requirements.
15% Clerk in court for Circuit Court and Court Commissioner.
- Prepare accurate minutes of each court proceeding; including but not limited to: date/time, appearances, brief statement of the nature of the proceeding, court findings, and court orders.
- Administer oaths to witnesses, interpreters, bailiffs, and jurors.
- Prepare and maintain juror seating chart, juror selection and peremptory challenge report, and receive/record verdict.
- Manage and maintain exhibits in accordance with the State of Wisconsin Office of court Operations exhibit management guidelines.
- Prepare order for release and/or destruction of exhibit at end of statutory retention period.
5% Represent the court system through effective communication with the public and internal/external contacts:
- Assist the general public without giving legal advice and violating statutes regarding confidentiality of certain records. This includes, but not limited to: providing information regarding case status, case filings, answering jury questions and answering general questions.
- Communicate in a calm and professional manner.
- Listen, assess and troubleshoot questions.
- Direct parties to applicable websites and/or other resources for more complex filings and or questions.
- Research, identify, certify and exemplify duplication requests, transcript, and foreign judgments.
- Receipt monies for filing fees, citations, and other court ordered assessments. Balance and maintain cash drawer.
- Provide/maintain statutorily required forms.
- Maintain knowledge of current statutory requirements, local rules, and policies and/or procedures. Provide/recite upon request.
5% Other duties as assigned. Success Factors (KSA's)
- Considerable knowledge of court practices, terminology and procedures.
- Considerable knowledge of the purpose, function and scope of the circuit court.
- Working knowledge of the statutory powers and limitations of the circuit court.
- Ability to maintain composure with disgruntled parties and erratic human behavior.
- Ability to establish and maintain effective and professional public and working relationships.
- Ability to embrace and adapt to changing responsibilities and assignments.
- Aptitude for writing mechanics and grammar; detail-oriented with quality standards.
- Ability to comprehend and comply with oral and written directives.
- Self-managing; ability to effectively direct own activities toward the timely achievement of office objectives.
- Proficient computer software knowledge and expertise of modern office methods and practices.
Job Requirements, Education, Training & Experience
- Associate degree - legal administration professional/supervision/management.
- Three (3) or more years experience as a Deputy Clerk.
- Extensive knowledge of the Court Consolidation Automation Program (CCAP) software system.
- One (1) or more years of supervisory experience.
- Combination of education, training, and experience will be considered.
Essential Job Functions (physical elements, equipment and working conditions)
- Ability to maintain focus in large office setting with background noise and constant interruptions.
- Repetitive hand/arm motions.
- Ability to stand for extended periods of time at service counter.
- Ability to sit for extended periods of time during court proceedings.
- Ability to climb and crouch to retrieve files.
- Ability to move throughout the building for court proceedings and retrieve files.
- Ability to lift and/or carry up to 25 lbs.
- Ability to use modern office equipment.
Benefits
Rock County Employee Facts and Benefits Highlights
- Rock County historic and cultural attractions:Rock County is in south Central Wisconsin along the Illinois border. The County has a population of 161,188 making it the ninth largest County in Wisconsin. Janesville, Wisconsin (pop. 64,009) is the county seat. Janesville is located on the I39/90 corridor, forty miles south of Madison, seventy-six miles west of Milwaukee and about two hours from Chicago.
Rock County’s many historic and cultural attractions include the City of Evansville historic district, Beloit College (an acclaimed liberal arts institution located in the City of Beloit) and the City of Janesville’s Rotary Botanical Gardens and Tallman House (an exceptional example of Italian villa style architecture from the mid 1850’s). The Cities of Janesville and Beloit have a combined symphony orchestra, as well as individual performing arts centers. The Rock County Fair and Riverfest are regional cultural celebrations held every summer in the Cities of Janesville and Beloit respectively. These Cities both have extensive park and open space networks, including portions of the Ice Age National Scenic Trail, a Statewide trail commemorating the State’s geologic history. Additionally, the Rock River runs through these Cities, offering many recreational opportunities.
Rock County has updated their pay grid in 2023 and it has 14 steps for every classification. Below is the link to locate the compensation grid and see each of the classifications that Rock County has to offer. https://www.co.rock.wi.us/departments/human-resources/compens
Employees are paid every two weeks on Friday (26 checks in a year). Paychecks are directly deposited in the employee’s bank account. There is a two-week delay between the pay period worked and the payday. New employees generally wait four weeks before they receive their first check, which is a live paper check. Direct deposit is a requirement of employment.
- Holidays (Ordinance 18.501):
The following holidays are observed by the County and shall be granted to regular employees with pay and to temporary employees without pay, unless such employees are required to be on scheduled work: (a) New Year's Day (b) Martin Luther King Jr. Day (c) Spring Holiday to be observed the Friday immediately preceding Easter (d) Memorial Day (f) July 4th (g) Labor Day (h) Thanksgiving Day (i) Friday following Thanksgiving (j) Day before Christmas (k) Christmas Day (l) One Floating Holiday (m) Any additional holiday granted by the County Board. (n) The County Administrator may designate additional holidays in unusual circumstances with the approval of the County Board Chair and/or Vice Chair. For employees working the standard work schedule, when a holiday falls on Saturday, it shall be observed on the preceding Friday. When a holiday falls on a Sunday, the following Monday shall be observed.
For employees not working the standard work schedule see the HR Policies and Procedures.
- Vacation (Policy & Procedure Manual 5.47):
Employees (.4 FTE or greater) hired on or after April 10, 2023, shall earn vacation according to the following schedule:
- Health Insurance including our Wellness component:
Rock County offers a dual choice point of service plan. Employees will have a choice to elect coverage with either Dean Health Care or Mercy Health Care. Employees can enroll within the first 30 days of employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. The County will pay 90% of the premium for health insurance and the Employee may earn the remaining 10% of the premium, based on the terms of participation of the Healthy Employee Incentive Program.
- Sick Leave (Policy 5.39):
Sick leave pay shall commence on the first day of any period of illness due to accident, injury, or disease.
All full-time employees shall earn one sick leave day per month of continuous employment. All part-time employees whose regular workweek is sixteen hours or more shall earn one sick leave day on a prorated basis directly in relation to the normal full time employment period. All part-time employees, who work less than sixteen hours per week, shall not earn sick leave. Temporary and seasonal employees are not eligible for sick leave. Sick leave shall accrue to a maximum of one hundred thirty days.
The County offers a dental plan through Delta Dental and will pay 60% of the applicable premium for the lowest cost plan. Employees can enroll within the first 30 days of employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.
The County offers a vision plan which employees can enroll in at their own cost. Employees can enroll within the first 30 days of employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.
The County provides term life insurance through the State of Wisconsin Plan. Employees can purchase insurance in increments based on their salary, up to five times their salary. The County will contribute 20% of the cost for the first increment only - one times the employee’s salary. Employees can also purchase coverage for their spouse and/or children. *Eligibility for this benefit is tied to whether the employee is eligible for retirement benefits. (You must be expected to work for at least 12 months and 1200 hours, or have previously qualified for the WRS)
The County offers voluntary benefits which employees can enroll in at their own cost. Employees can enroll within the first 30 days of employment, after that there is an annual open enrollment period in the fall. Voluntary benefits may include: Disability, Hospital indemnity, Supplemental Life, Critical Illness, and Accident Insurance. Employees are responsible for 100% of the premiums for any voluntary benefits elected. Deductions are taken post tax. Please visit the Human Resources intranet page for more information.
Employees can participate in one of the identified deferred compensation plans (Nationwide, Wisconsin Deferred Comp, and Security Benefits) at their own cost.
- Flexible Spending Account (Medical and Dependent Care):
Employees can elect to put an annually IRS established amount into a flexible spending account through (EBC) to pay for their own non-reimbursed medical care expenses. Employees can also put in up to $5,000 for dependent care accounts. If you leave County employment, you have ninety (90) days to submit expenses incurred prior to your last day.
Rock County participates in the Wisconsin Retirement System (WRS). Eligible employees are required to participate. What an employee receives at retirement is dependent upon several factors – age, length of service, salary.
Rock County and the employee make equal contributions to the Wisconsin Retirement System on behalf of the employer. The contribution rate is addressed in the employment letter.
Employees in protective status have the percentage contributions defined in their respective collective bargaining units.
Employees who have questions about their retirement benefits should contact WRS.
- Bereavement Leave (Policy 5.04):
In the event of a death an employee may be excused from work without loss of pay for up to a maximum of thirty-two (32) hours annually for the purpose of attending a person’s wake, visitation, memorial service, funeral, or make necessary arrangements regarding the person’s death, within a reasonable time after the occurrence. Reasonable time after the occurrence is defined as within six (6) months from the date of death.
No more than (32) hours can be used for the same decedent.
If additional time is required beyond the thirty-two (32) hours annually, an employee may request to use accumulated vacation, holiday, or comp-time. Sick leave can be used for a parent, spouse, or child only.
Bereavement leave cannot be accrued from one year to the next. Bereavement leave can be used in increments of quarter hours.
A second or third shift employee may be excused from work the scheduled shift before or after the event, provided the shift begins or ends on the same calendar date of the event. All leaves under this section shall be prorated based upon the employee’s FTE.
The County provides an Employee Assistance Program (EAP) for employees to use for all kinds of personal and professional assistance. In the case of counseling, professional counselors are available 24 hours a day, 7 days a week. An employee can establish a relationship with a counselor over the phone or set up an in-person appointment with a counselor in the area. As of March 1, 2022, the EAP program will pay for up to six visits.
The County provides free parking at all its facilities.
- Workplace Attire (Policy & Procedures 5.53):
All Rock County employees are expected to present a professional, businesslike image to clients, visitors, customers, and the public. Acceptable personal appearance, like proper maintenance of work areas, is an ongoing requirement of employment with the County. Supervisors should communicate any department-specific workplace attire and grooming guidelines to staff members during new-hire orientation and evaluation periods. Any questions about the department’s guidelines for attire should be discussed with the immediate supervisor.
- Employee Identification Badge (Policy & Procedure 5.08)
All Rock County employees shall have and display, an identification badge while conducting official County business. Minimal exceptions, for safety reasons, may be approved by Department Heads.
All County buildings are smoke free. By County Ordinance anyone visiting or working in any County building is prohibited from smoking closer than 30 feet from any building entrance. The Ordinance also makes the entire Rock Haven Nursing Home a smoke free “campus.”
Prior to new hire orientation, please access policy documents here: https://www.co.rock.wi.us/hr
Active Employees: For full policy documents, please visit the Human Resources Intranet page, “Personnel Ordinance” and “Policy & Procedure Manual”. https://www.co.rock.wi.us/rchr/
Please note, you may also be subject to department specific work rules.
Still have questions? Call us! Human Resources: 608-757-5520