Judicial Assistant

Status: Full Time, Non-ExemptStarting Wage Range: $25.64/hr. - $28.22/hr. Department: Circuit Court - Branch 2Position Open Until Filled - Application Review Date: March 6, 2025Please submit Resume with application *Experience with CCAP, court system and Microsoft Word is helpful*

Dodge County offers a generous benefits package including:

• Paid Time Off (PTO) - available for use after 30 days of employment
• 10 observed paid holidays
• Health, Dental, Vision Insurance
• Health Savings Account (HSA) - with employer contributions - HRA
• Life insurance, Long-term disability and Flex spending
• Participation in the Wisconsin Retirement System (WRS) - an exceptional pension plan with employer match (upon vesting) and lifetime retirement payment.

ESSENTIAL FUNCTIONS

1. Schedules Court proceedings (hearings, trials, conferences, appointments, meetings, activities) for cases within guidelines established by the Judges. Prepares notices and notifies counsel/parties involved; contacts prisons and jails to arrange for inmates and appearances by phone or videoconferencing; maintains the Court calendar for all Judges for the Circuit Court and resolves time conflicts.
2. Maintains multi-agency calendar for others to accomplish scheduling within established guidelines.
3. Conducts scheduling conferences and pretrial conferences as requested by the judge.
4. Performs case management duties; adheres to case processing guidelines and monitors case deadlines to ensure timelines are met.
5. Drafts and dockets notices, addresses, attorney, scheduling changes and enters other pertinent information into department systems.
6. Drafts orders and amendments in court cases.
7. Performs file management and maintains strict confidentiality for civil, criminal, traffic, family, paternity, small claims, and forfeiture case files.
8. Organizes, coordinates and monitors all judicial out-of-county assignments.
9. Answers and screens incoming calls and visitors; provides information or directs to appropriate staff, attorneys, other departments and other courts; assists public and self-represented litigants; accurately conveys detailed or important information and messages to others.
10. Places conference calls, directs the public; responds to complex questions concerning the rules of the Court, procedures, or the Court calendar; provides liaison contact for attorneys, news media and the general public; handles confidential and sensitive information regarding Circuit Court cases/matters.
11. Performs dictation and transcription as needed.
12. Assists in preparation of composite jury instructions and presentation to jury panels.
13. Oversees Guardian ad Litem appointment system.
14. Sorts, copies, and distributes a variety of correspondence, deliveries, and mail; opens, logs, and routes office mail; retrieves, delivers, and sends faxes.
15. Composes routine correspondence; proofreads and edits documents; enters, scans, updates, and maintains information in spreadsheets, databases, and reports.
16. Maintains electronic and paper filing and record systems to provide easy access to records and information; provides retention of records as required.
17. Updates the judges' in-chambers and bench libraries.
18. Tracks progress, coordinates calendars and performs specialized communication and follow-up for cases in which a judge is assigned in other counties.
19. Oversees visiting judges' use of courtrooms and provides administrative assistance as needed.
20. Other duties as assigned.

REQUIRED JOB COMPETENCIES

• Knowledge, skill, and ability to understand and use legal terminology, legal format, and processes.
• Knowledge of standard and legal office practices, procedures, and clerical techniques.
• Knowledge of Wisconsin Statutes and ongoing statutory changes, procedural changes, and form changes.
• Skill to take notes and accurately incorporate essential details in preparing legal documents.
• Ability and skill to prepare Court documents in a timely and accurate manner.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to read and accurately interpret statutory language regarding administrative details of the legal process.
• Ability to establish and maintain accurate records of assigned activities and operations.
• Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
• Knowledge of computer software including word processing, spreadsheet and database applications consistent for this position.
• Ability to perform mathematical calculations required of this position.
• Ability to communicate clearly, concisely and effectively in English in both written and verbal form.
• Skill in researching and understanding complex written materials.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
• Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
• Ability to handle sensitive interpersonal situations calmly and tactfully.
• Ability to maintain professionalism at all times.
• Ability to maintain effective working relationships with individuals within and outside the organization.
• Ability to maintain confidentiality and discretion regarding business-related files, reports and conversations, within the provisions of open records laws and other applicable State and Federal statutes and regulations.

PHYSICAL AND WORK ENVIRONMENT

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work is generally in a moderately noisy office setting.
• May require dealing with persons who are hostile or aggressive, posing threatening conditions.

Dodge County is an Equal Opportunity Employer. Qualified applicants will receive consideration without regard to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

If you are a job seeker with a disability and require a reasonable accommodation to apply for one of our jobs, you will find the contact information to request the appropriate accommodation by visiting the following page: Accessibility Accommodation for Applicants

Associates of Paralegal Studies (required)

Must be bondable. (required)
Must successfully pass criminal background check. (required)
Previous work experience in a law office or legal setting. (required)
Previous customer services experience. (required)
2 years: Degree in Paralegal, criminal justice, legal assistant, or closely related field with clerical work experience; or a high school diploma/equivalent with four (4) year's clerical/office support work experience. Equivalent combination of education and experience which provides necessary knowledge, skills, and abilities may be considered. (required)