Administrative Associate II - Clerk of Courts

at  Portage County

The Portage County Clerk of Courts department is hiring a full-time Administrative Assistant II to join their team!

SUMMARY OF POSITION:

This position is responsible for handling paper and electronic filings, answering telephones, counter work, receipting, correspondence and mail for the clerk of courts office. Serves as the initial point of contact for public, professional and official persons and agencies. Assists or facilitates proper channels of assistance for all phone and walk-in inquiries. Maintains official court and financial records using the CCAP and County ERP system. Files documents and ensures that documents are scanned and precisely docketed for retention purposes. Responsible for all record searches, jury assistance and mailings, office opening and closing and all incoming and outgoing mail.

What are the primary job duties?

• Opens and closes the office and prepares the front counter for the days activities.
• Accepts and authenticates all court filings for all types of cases.
• Assists the public at the front counter and on the telephones by answering general questions and directing calls to proper staff.
• Opens, authenticates and disburses mail to proper staff.
• Initiates cases by entering names of interested parties and receipts the appropriate filing fee.
• Processes passport applications, takes passport photos and prepares applications for mailing.
• Performs record searches using multiple systems including record books/indexes, micro- fiche/film, AS400 and the Wisconsin Circuit Court System software.
• Assists clerks in mailing notices of court actions, driver’s license suspensions, reinstatements and jury notices.
• Receipts traffic, criminal, bonds and miscellaneous payments by cash, check, money order or credit card. May require handling large amounts of cash.
• Performs day-end cash drawer procedures.
• Prepares and posts court calendars.
• Dockets Judgments, Certificates of Satisfaction, Transcripts of Judgments, etc. and is a Notary Bond holder.
• Maintains all front-end office equipment and service calls.

What is the minimum education and experience needed?

• High school diploma or equivalent required.
• One year of accredited college or technical school in legal, business, public administration or related field preferred.
• Work experience in a related legal field, or experience in a Clerk of Courts Department preferred.
• Any combination of education and experience necessary to perform the essential functions of the position.

Portage County offers an AWESOME benefit package, which includes the following;

• Vacation - available on day one!
• Health insurance- your choice of two health plans- (Health Savings Account associated with a High Deductible Health Plan with a County contribution or a PPO Co-pay plan)
• Health insurance starting at $19.15 a paycheck!
• Wellness incentive plan offered with health insurance enrollment! Earn up to $600 per year!
• Flexible spending account
• Dental insurance
• State of Wisconsin Retirement Plan - County contribution of 6.9%!
• Paid holidays
• Paid sick leave
• Life insurance- premium paid by the County (must work a minimum of 30 hrs/wk)
• Long term disability insurance- premium paid by the County (must work a minimum of 30 hrs/wk)
• EAP (Employee Assistance Plan) - paid by the County
• 457(b) Deferred Compensation Plan
• Public Student Loan Forgiveness (PSLF) Program

Portage County is an Equal Opportunity Employe

• Opens and closes the office and prepares the front counter for the days activities.
• Accepts and authenticates all court filings for all types of cases.
• Assists the public at the front counter and on the telephones by answering general questions and directing calls to proper staff.
• Opens, authenticates and disburses mail to proper staff.
• Initiates cases by entering names of interested parties and receipts the appropriate filing fee.
• Processes passport applications, takes passport photos and prepares applications for mailing.
• Performs record searches using multiple systems including record books/indexes, micro- fiche/film, AS400 and the Wisconsin Circuit Court System software.
• Assists clerks in mailing notices of court actions, driver’s license suspensions, reinstatements and jury notices.
• Receipts traffic, criminal, bonds and miscellaneous payments by cash, check, money order or credit card. May require handling large amounts of cash.
• Performs day-end cash drawer procedures.
• Prepares and posts court calendars.
• Dockets Judgments, Certificates of Satisfaction, Transcripts of Judgments, etc. and is a Notary Bond holder.
• Maintains all front-end office equipment and service calls