Deputy Circuit Clerk

This position is appointed by the Circuit Clerk and under the direct supervision on the Chief Deputy/Department Manager, this position is responsible for initiating and maintaining accurate court records and assisting with the collection of fines and fees as well as assisting the Court and public.

Under the direct supervision & direction of the Chief Deputy/Department Manager.

Include the following. All Deputy Clerks will be cross-trained as Courtroom Clerks and Office Clerks. Other duties may be assigned to meet business needs.

• Open new files for criminal, civil and traffic cases that are received by mail, electronically or over the counter.
• Maintain existing files by updating, docketing and scanning new pleadings.
• Know and understand the state statutes, administrative rules and Supreme Court rules that pertain to the office and office operations.
• Have an intimate knowledge of all statutes pertaining to the assessment and collection of fines, fees, costs and assessments and how they are to be applied to a case.
• Generate payment plans according to business rules and answer questions about compliance and collections.
• Receive bonds and know when and where to apply them.
• Issue refunds to parties.
• Process payments received through the mail, online credit card payments and payments received over the counter.
• Collect yearly child support administrative fees.
• Knowledge of all aspects of the office is needed to help Pro-Se litigants with the following: how to file a case, when and how to file a petition in a case and how to get a hearing date and serve notice, assist with electronic filing, know what forms are needed for a multitude of case situations, and know and be able to direct them to appropriate agencies, departments or the law library.
• Assist with DHFS cases for child support issues and supply courts, attorneys and the public with child support payment information.
• Understand and be able to interpret court orders.
• Scan files and prepare for destruction according to the manual on recordkeeping. Operate the microfilm machine to assist in looking up archived cases.
• Set cases in the appropriate courtroom.
• Process incoming mail.
• Conduct record searches.
• Prepare and transfer cases to other counties as ordered.
• Process incoming probation transfer cases.
• Prepare authenticated and certified copies of documents and files.
• Prepare Grand Jury notices and present Indictment Sheet to the Circuit Judge for signature.
• Must be experienced concerning electronic filing and be able to assist pro-se litigants and attorneys with how to e-file and be able to troubleshoot for them.
• Know how to process electronically filed cases so that they transfer over to our case management system correctly, and the filer receives the correct paperwork.
• Assist the general public and attorneys by answering inquiries, providing forms and issuing summon and subpoenas.
• Perform other assigned tasks as required.

• Docket and scan all documents and maintain existing files.
• Know when to close a case and how to enter dispositional data.
• Send reports to the State Police for cases involving domestic violence, disabled adults and firearm violations.
• Interpret complex court orders and get paperwork to the appropriate agencies.
• Provide assistance with zoom hearings.
• Enter money judgments in the case management system.
• Know the assessment schedules and conditional assessments as well as oversee the Financial Sentencing Orders to ensure they are completed correctly.
• Must have knowledge of statutes pertaining to assessments and know when and how they are to be applied.
• Seal and maintain confidential files, reports and evaluations.
• Monitor caseloads in the courtroom so that scheduling…