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NEOGOV · 12 hours ago

Administrative Clerk II - Clerk of Courts

Elkhorn, WI

Full-time

Onsite

Entry Level

$19.87/hr - $26.94/hr

2+ years exp

NEOGOV is hiring for the position of Administrative Clerk II in the Clerk of Courts department of Walworth County. This role is responsible for providing clerical support to judges and the Clerk of Courts office, including customer service, managing court records, and performing various administrative tasks.

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Responsibilities

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

Perform all functions of Administrative Assistant

Utilize Active listening skills to determine the customer’s need for assistance

Provide General Procedural Information to other County departments/divisions, clients/customers, outside agencies, and the general public

Provide referral information for obtaining court forms and answers to general questions

Provide information and assistance to customers, clients or staff regarding department programs and/or requirements, operations, policies and procedures

Have a working knowledge of applicable Wisconsin statutes and local court rules, court procedures and fees

Use logic and reasoning to identify strengths and weaknesses of alternatives or approaches to problems

Answer all incoming phone calls to the general phone line to assist customers and, if needed, direct calls to appropriate clerk(s)

Assist customers at the counter by answering questions, accepting various filings, receipting payments, processing restraining orders, opening new civil, family and small claims cases

Respond to public inquiries in a tactful and courteous manner while providing quality customer service

Open and close the front counter and public access room daily

Collect money from assigned cash drawer at the end of the day and lock money in the safe

Process various legal documents for all case types, stamping and routing them accordingly

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

Maintain electronic and paper records ensuring information is organized and easily accessible

Perform record searches

Provide requested files to the public for review

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

Generate temporary access codes to allow viewing of confidential documents upon request

Make copies and charge appropriate fees for copies the public may request from files they review

Understand the difference between copies, certified copies and exemplified copies; know how to calculate the cost due for each type of copy

Prepare invoices for copy requests made by the general public, attorneys, other county departments and other government agencies

Track copies made by other agencies for billing

Collect and deliver outgoing mail and retrieve incoming mail from the County’s mailbox at times designated by the Mail Courier

Open, date stamp and sort daily mail and/or other materials

Receipt and account for money in the form of cash, check, debit or credit card; process credit and debit card transactions; provide correct change and balance cash drawers daily

Receipt all traffic and ordinance payments received, returning and recording any unacceptable payments and matching all receipts with the appropriate assessments

Collecting and receipt filing fees, copy fees, and other payments pursuant to Wisconsin Statute

Process restraining orders, to include scheduling, creating the action in CCAP, and providing required copies to the Petitioner and the Sheriff’s Department for service

Open new civil, small claims and family court cases

Prepare calendars and distribute to the District Attorney’s Office and Jail Administration

Schedule and provide notice of court dates for returns on warrants

Provide work excuses to excused jurors

Review and process passports in accordance with guidance provided by the US Department of State

Scan records to appropriate cases as necessary

Maintain toner and paper in multifunction copy machines

Assist the Deputy Clerks with duties when needed

Provide guidance and support to newly assigned employees

Establish and maintain cooperative working relationships with all levels of judicial, professional, administrative, and support personnel

Identify and resolve basic problems and refers more complex questions or concerns to appropriate staff

Ensure operations adhere to policies and regulations

Keep abreast with all organizational changes and legal developments

Demonstrate a commitment to county safety and risk management efforts

Qualification

Customer serviceLegal terminologyData entryWisconsin statutes knowledgeCash handlingActive listeningProblem solvingCommunication skillsTeam collaboration