Support Services Clerk - COC

Job Summary

The Support Services Clerk position is one of the initial points of contact that provide the general public, attorneys and other government agencies access to the court system and to the services provided by the Clerk of Court’s Office.

The Support Services Clerk is primarily responsible for providing immediate, personal court-related services to the general public, attorneys and other government agencies. The position requires a comprehensive knowledge of court practices and procedures as it relates to diverse case types: civil, family, paternity, small claims, traffic, forfeiture and criminal. The clerk must efficiently transfer knowledge to a particular situation and perform duties in the presence of the patron while they wait at the window or over the phone.

Clerks are assigned many administrative duties which are governed by time constraints mandated by state statute or by upcoming court dates. Each position has additional daily administrative duties for which they are responsible. These duties must be completed while dealing with the public and other court staff who need assistance.

Under direction, performs a wide variety of responsible and complex legal clerical duties necessary to judicial administration; and related work as required. Incumbents normally must undergo an initial training period performing a limited number of less complex legal clerical duties and progressing with continued training to performing the full range of duties at the objective level at the end of the training period.

Key Responsibilities

• Open, process, and distribute mail correspondence.
• Process interim filings (i.e. motions, affidavits, jury requests) and determine appropriate disbursement of the documents.
• Respond to incoming requests for services not provided by the Clerk of Courts department by referring court users to other resources, including county agencies, legal aid services, state agencies, and other public and private social services.
• Receive foreclosure documentation from Sheriff's Office, forward documentation to appropriate judge's office, record and secure deeds and transfers, receipt cash payments received from Sheriff's Office on foreclosure sales and disburse funds as ordered by the court.
• Scan documents.
• Answer telephone calls from the general public, attorneys, police agencies, other governmental agencies responding to inquires accurately and independently or referring as needed to the proper party.
• Receive calls to schedule eviction and replevin hearings; and perform other duties as needed.
• Greet attorneys, litigants and citizens daily; determine the nature of their visit and service being sought.
• Determine if customer is filing proper documentation, paying appropriate fees and advise as to proper filing requirements and/or service per state statutes. Explains procedures, court forms and verifies information.
• Process new filings for civil, family and paternity cases (set up case, assign judge, determine and receipt appropriate filing fee).
• Process new small claims cases (assign case number, assign return/hearing dates, determine and receipt appropriate filing fee).
• Review and process new new civil, family, paternity, and small claims eFiling cases.
• Docket and scan requests, set cases for hearings, satisfy judgments, produce transcripts and produce writs when determined appropriate or as ordered by the court.
• Perform after-court criminal/traffic processing (i.e. calculate fines, costs, appropriate surcharges and restitution; prepare payment envelopes; determine the status of cash bail posted if appropriate; produce OWI assessment; produce appropriate paperwork for the DMV, probation and parole and Alternatives to Incarceration (ATIP); advise party of various payment options; advise party of alcohol assessment/Victim Impact Panel responsibility, and process community service or Alcohol Smart referrals.
• Receipt payments for fines, restitution and other court related fees.
• Maintain cash drawer, issue executions and transcripts; certify true copies of court records; draft and send letters to correct errors made in determining appropriate fines, costs, surcharges and/or restitution.
• Produce reinstatement order when driver's license has been suspended for nonpayment of forfeiture.
• Prepare cash and signature bonds, receipt bond monies, complete appropriate paperwork to document bond monies received, and refund bail when ordered.
• Dockets liens, judgments and tax warrants. Issues transcripts of judgments, execution of judgments, writs and issues warrants/suspends driver’s licenses.
• Prepares a variety of complex legal papers such as commitments, judgments, warrants, orders of transfer, notices of case rescheduling, bonds conditions, judgment of convictions, compile pre-sentence investigation data, assessments, revocations/suspensions, and civil judgments.
• After preparation of court documents and notices, must disseminate to the appropriate agencies; County Jail, Dept. of Corrections, Probation & Parole, Dept. of Transportation, Dept. of Human Services, local agencies, attorneys, or defendants.
• Receive, process and issue voluminous court documents including, but not limited to, jail releases, warrants, and protective orders.
• Remain knowledgeable on changes and enhancements to the eFiling system.
• Assist attorneys and litigants with eFiling questions and troubleshooting.
• Backup in other areas as needed.
• Other duties as assigned by the Clerk of Courts.

Supervision Received: Receives general supervision from the Clerk of Court, Deputy Clerk of Court, and Court Supervisor.

Qualifications

• Minimum of a High School Diploma or GED Equivalent.
• One (1) to three (3) years clerical experience, preferable in a legal or judicial office. Any equivalent combination of experience and post secondary education, which provides the required skills, abilities, and knowledge, will also be considered.
• Computer experience, keyboarding and word processing experience is required.
• Experience working with the public preferred.
• Prompt and regular attendance.

Knowledge Skills & Abilities

• Ability to understand and follow directions.
• Ability to follow established work rules, policies and procedures and able to exercise a certain amount of independent decision making in accordance thereof.
• Ability to effectively communicate in both oral and written form to convey information effectively.
• Ability to organize and systematically handle a large volume of information, documents, and files.
• Ability to proofread and edit work for accuracy and detail under critical deadlines.
• Ability to promote impartial administration of the judicial system.
• Ability to work well under stressful conditions.
• Ability to maintain confidentiality of sensitive, personal, and graphic/explicit materials and information.
• Ability to operate standard office equipment and software programs.
• Ability to work with customers who may not communicate effectively and might be angry or use other demeaning behavior.
• Ability to communicate in a courteous, effective, and professional manner with other employees and the general public.
• Knowledge of the Circuit Court, court practices, and legal terminology.
• Must be able to perform moderately difficult bookkeeping and record keeping responsibilities.
• Organization and ability to multi-task to complete administrative work duties while assisting the public; ability to remain calm and ability to handle stressful and potentially volatile situations and potentially upset customers.

Work Environment: Work is performed in a high-volume, fast-paced large office setting with frequent interruptions and time pressures.

This description has been prepared to assist in properly evaluating various classes of responsibilities, skill, working conditions, etc., present in the classification. It is intended to indicate the kinds of tasks and characteristic levels of work difficulty that will be required of positions that will be given this title. It is not intended as a complete list of specific duties and responsibilities; nor, is it intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

EMPLOYEE BENEFITS
NON-EXEMPT COURTHOUSE EMPLOYEES
(For a complete list of benefits, refer to the Human Resources Policy Manual)

Full Time, Regular Employees - (40 hours per week)

• Racine County is self-insured. The Third-Party Administrator is UnitedHealthcare. Coverage is effective the first of the month following thirty days of employment.
• Premium sharing: Racine County pays 85%, employee pays 15%.
• IN NETWORK: Individual deductible $400, family deductible $800 per calendar year. After the deductible is met, the plan pays 80% of allowable charges. Out-of-pocket maximum per calendar year is $2000 for individual and $4000 for family.
• OUT OF NETWORK: Individual deductible is $800, family deductible $1600 per calendar year. After the deductible is met, the plan pays 60% of allowable charges. Out-of-pocket maximum per calendar year is $3000 for individual and $6000 for family.
• Prescription drug, vision, and mail order maintenance drug benefits.

Dental Insurance Coverage:
Coverage is effective the first of the month following thirty days of employment. Choose either basic coverage or premium coverage.

• Racine County is self-insured. The Third-Party Administrator for basic dental coverage is UnitedHealthcare.
• Individual deductible $25, family deductible $75 per family per year.
• No deductible for diagnostic or preventative services.
• Co Insurance 80% of usual and customary charges of covered services paid. Maximum of $1200/year per person.
• Fully paid insurance premium by Racine County.
• No orthodontic coverage.

• No deductibles
• 100% coverage at participating dental center
• Employee pays for lab work (prosthetics, i.e., caps, crowns, bridges, dentures)
• Premium sharing Employee pays difference between basic coverage and Dentacare.
• Orthodontic coverage - Employee pays 50% of the fee up to a maximum payment by the employee of $695.
• Choose one dental clinic from a provided list for services.

• Optional - Regular full-time employees are eligible to contribute to two flexible spending accounts: Health Care Flexible Spending Account and Dependent Care Flexible Spending Account. Newly hired employees may enroll by submitting an enrollment form to Human Resources within thirty (30) calendar days from their date of hire.

• Coverage is effective the first of the month following thirty days of employment.
• The County provides Life Insurance and Accidental Death & Dismemberment (AD&D) coverage in the amount equal to one times the employee's annual base salary rounded to the nearest $1000.
• An employee can elect to pay for additional life and dependent life insurance on a payroll deduction. The premium is determined by age and increment of insurance.

• Employees accrue five casual days per calendar year. Unused casual days will be paid out. Upon completion of introductory period, newly hired employees will receive pro-rated casual time at the rate of one half day for every full month remaining in the calendar year, not to exceed five (5) full days.

• Eligible after completion of six (6) months of service in a benefit-eligible position and upon successful completion of the introductory period. After a twelve (12) day elimination period, eligible employees may receive short-term disability coverage for a period of up to thirteen (13) weeks. All short-term disability coverage will be at 60% pay.

• Coverage becomes effective after six (6) months of continuous employment in a benefit-eligible position and upon completion of the elimination period. The elimination period is 90 days of continuous employment subject to the conditions of short-term disability (90 days). Racine County pays the full premium amount for covered employees. In the event of a total disability due to injury or illness, the long-term disability plan pays 60% of covered salary to a maximum monthly payment of $6,000.00. Benefits payable to employees may be reduced by Worker's Compensation, Wisconsin Retirement Annuity or Disability payments, Social Security or other specified income.

Social Security:

• Racine County contributes the statutorily required employer's share of social security contributions.

• Effective from date of hire. The County contributes the employer's share to the Wisconsin Retirement fund. The employee contributes the employee's share, through automatic payroll deduction, to the Wisconsin Retirement fund, as required by State statute.

Holidays:
The following holidays are observed by Racine County and shall be granted with pay to covered employees:
New Year's Day
Friday before Easter
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Friday following Thanksgiving Day
Day before Christmas Day
Christmas Day
Day before New Year's Day

Vacation:
Anniversary date of employment Weeks of Vacation
1st through 4th 2 weeks
5th through 7th 2 weeks, 3 days
8th through 12th 3 weeks, 3 days
13th through 17th 4 weeks
18th through 22nd 4 weeks, 3 days
23rd and beyond 5 weeks

• Eligible after completion of the introductory period. Reimbursement of up to three (3) paid days for the purpose of arranging and attending the funeral of a member of the employee's immediate family.

• Time and one half regular rate of pay for all hours worked in excess of forty hours per week. Compensatory time, at the rate of one and one-half hours per overtime worked, may be taken in lieu of pay. Benefit time such as vacation, holiday, casual or short-term disability does not count as hours worked.

• Optional - Automatic payroll deduction from salary prior to tax deductions into a tax deferred savings program. Employees may enroll at the time of hire or during the designated open enrollment periods.

• County employees are required to arrange for direct deposit of their pay to accounts in financial institutions.

• Racine County has an Employee Assistance Program. EAP is a resource for emotional, financial, and legal support. EAP is available 24 hours a day, 7 days a week.

Racine Employee Health & Wellness Center:

• Racine County has partnered with the City of Racine and with Racine Unified to create a health center for:
  • Racine County full-time employees, who are covered under the county health plan;
  • Dependents of Racine County employees who are covered under the county health plan; and
  • Racine County retirees and their dependents that are covered under the county health plan.

Visits are by appointment only. Available services include primary care, chronic disease management, wellness consultations, immunizations, physicals (including school and sports physicals), diagnosis and treatment of urgent care needs (e.g., ear or sinus infections, strep throat), and lab work. There is no fee or co-pay for visits to the center, but there may be costs for services referred outside of the health center (radiology, some lab services, etc.). County health coverage may be applied to any of those costs. Some medications are dispensed for free at the Wellness Center.

EMPLOYEE BENEFITS
PART TIME AND LIMITED-TERM EMPLOYEES
NON-EXEMPT COURTHOUSE EMPLOYEES

• The classification of "regular part-time employee" shall include all County employees who are scheduled to work less than 40 hours per week on a regular basis (see Racine County Code of Ordinances, Section 15-81).
• Regular part-time employees who are scheduled to work twenty (20) hours or more per week, but less than forty (40) hours per week on a regular basis, are ineligible to participate in County group health, dental or life coverage. Other benefits such as vacation, disability leaves and holiday pay shall be pro-rated.
• Employees who are scheduled to work less than twenty (20) hours per week shall receive no fringe benefits, except that employees who are eligible to participate in the Wisconsin Retirement system will be enrolled therein.

• Employees appointed to limited term positions for an anticipated duration of less than six (6) months will receive no fringe benefits, except that employees who are eligible to participate in the Wisconsin Retirement System will be enrolled therein.