Collections Clerk - Deputy Clerk of Courts

Port Washington, WI
Part Time
Clerk of Courts
Entry Level
Hours: Monday through Friday, 9am - 2pm
Starting Pay: $25.15 - $27.24, non-exempt



Job Summary
The Deputy Clerk III-Collections assists the Controller with management of collection of court costs and fines through taking payments, offering payment plans, enforcing failure to pay actions and receipting payments from the WI Department of Revenue collections program, with additional collections projects for previously unenforced actions.  This position monitors and reconciles cases collected through Dept. of Corrections and cases with deceased parties.  This position is in charge of maintenance and review of financial information in CCAP and provides back up to the Controller for daily tasks when out of the office. Ensures statutory compliance and references Model Record Keeping provided by Court Operations and reviews statutes as necessary.

Essential Functions and Responsibilities
The following duties are primarily performed and are essential for this position.  Employees are expected to be able to perform each of these job duties satisfactorily and successfully with or without reasonable accommodations to be qualified for the position.  Other duties may be required and assigned.

45% Financial Management:
Monitors daily online payments utilizing Converge (credit card processing software) and US Bank (WCCA online payment system), produces deposit/electronic payment spreadsheets/reconciles with CCAP and bank.  Processes returned payments, notifies payer by letter of returned payment. Dockets financial returned mail in CCAP and search CLEAR for new addresses, enters new addresses into CCAP, re-sends mail. Reconciles and receipts Wisconsin Dept. of Revenue (DOR) tax intercept payments (TRIP) received weekly. Reconciles and receipts DOR State Debt Collection program payments received monthly. Reviews debts determined uncollectable by DOR and provides information to Controller for further direction. Reviews payables for disbursement and provides list to supervisor for approval. Processes payables for weekly check disbursement.  Adds corresponding court record event to CCAP when payable is linked to a case. 

45% Collections:
Receipts payments utilizing CCAP and Converge (credit card processing software), creates payment plans as authorized by Judgment of Conviction, orders appointing attorneys, or through defendant request/payment, monitors payment plans monthly sending reminder notices, completes failure to pay actions as deemed necessary following courts order. Failure to pay actions include creating civil judgments for past due debts, referrals to TRIP or SDC following including notice requirements. Establishes and monitors automatic recurring payment plans. Assists debtors in person/by phone with payments, payment plans and financial questions regarding restitution payments, Wisconsin Dept. of Correction (DOC) debt by accessing DOC financial information through WICS, SDC and TRIP by utilizing My Tax Account (DOR) software and status of bond received. Processes DOC notices including Notice of Court Ordered Obligations and Case Status Changes.  Reconciles CCAP debt amounts with DOC debt amounts, notifies probation supervisor/defendants of unpaid costs by letter, verifies balance due with DOC and performs failure to pay actions as indicated by Judgment of Conviction – enters civil judgment, creates notice of certification for TRIP and Notice of referral to SDC collections program. Forfeits signature bonds as notices are forwarded by Deputy Clerk IIIs. When notice of deceased party is received/found in CCAP, checks CCAP for any pending PR cases for several months. Monitors cases and after one year, modifies costs down for verified deceased parties.

10% Other:
Provides front counter coverage for Deputy Clerk IIs during lunch hour, answers phones, takes payments and assists customers with questions. Provides back up support for Controller-reviews petitions and proposed orders for payment from attorneys/guardian ad litems before forwarding to court official for signature (verifies billings/deposits) and assists branch clerks with assessment/bond application issues when Controller is unavailable. Assists in creating/revising policy and procedures as maintenance/improvements are needed.

Supervision Exercised

None.

Minimum Education Qualifications

Education and/or Experience Requirements:
  • Associates degree in Accounting preferred or combination of higher education and at least 5 years financial experience.
  • Minimum 3 years financial experience w/Associates Degree in Accounting or 5 years financial experience, experience in a legal setting is preferred.
  • Successful completion of a criminal background investigation is required for employment.
Licenses, Certifications, and Other Requirements:
  • Sworn Deputy – employee must meet Supreme Court Rules for judicial standards and ethics requirements
  • Mandatory annual in-service department training.
  • Ongoing CCAP Training – software updates/changes. 

Minimum Knowledge, Skills, and Abilities Qualifications
In order to perform the functions and responsibilities of the position (listed above) the following knowledge, skills, and abilities are essential.
 
  • 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 take quick, accurate, and legible minutes
  • Ability to maintain confidentiality of sensitive, personal, and graphic/explicit materials and information.
  • Ability to administer oaths, affirmations and contents of court documents to court partners
  • Ability to meet the requirements for use of WILENET and TIME programs.
  • Ability to operate standard office equipment and software programs.
  • Ability to work with defendants and parties who may not communicate effectively and might be angry or use other demeaning behavior.

In evaluating candidates for this position, ORGANIZATION NAME may consider a combination of education, training, and experience which provides the necessary knowledge, skills, and abilities to perform the duties of this position.  

Physical Requirements
 
  • Prolonged periods of sitting in a courtroom
  • Periods of standing or walking.

Work Environment

Work environment is fast-paced and can be stressful with varied challenges arising at any time while also dealing with agitated/hostile customers. 

EOE / ADA Statement

Ozaukee County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Ozaukee County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time.  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.  The job description does not constitute an employment agreement or affect the at-will nature of the employment arrangement between the employee and company and is subject to change by the employer as the needs of the employer and requirements of the job change.
 

Ozaukee County offers a generous benefits package including: health, dental, life, & vision insurance; free employee health clinic & Teladoc; paid holidays, vacation, & sick time; state of Wisconsin WRS defined benefit pension program; bonus opportunities; employee fitness room; wellness program & wellness reimbursement; tuition reimbursement & continuing education opportunities; and more! Please note some that benefits offered are dependent on full-time/part-time status.

Ozaukee County prohibits discrimination and harassment of any type against applicants and employees on the basis of race, color, religion, sex, national origin, age, handicap, disability, genetics, veteran status or military service, marital status or sexual orientation, gender identity or expression, or any other characteristic or status protected by federal, state or local laws. Ozaukee County also provides reasonable accommodations to qualified individuals with disabilities in accordance with the requirements of the Americans With Disabilities Act and applicable state and local laws.

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