Job Details

Clerical Assistant (Subpoena Clerk)

The Clerical Assistant is responsible for the timely issuance and recall of subpoenas in criminal cases. A subpoena is the statutory method to compel witnesses to appear for court hearings. This position is also responsible for generating and sending notices to case parties, including statutorily mandated case and court notices to victims, witness and defendants. This position also provides assistance to the public and system partners.

Essential Duties/Responsibilities:

• Create subpoenas for citizens, experts, and law enforcement witnesses in a timely manner. Analyze District Attorney electronic case files and CCAP calendars; reconcile discrepancies, and maintain records, determine actions to be taken to prepare cases, and verify information.
• Maintain records of incarcerated defendants and witnesses and their upcoming court dates. Locate appropriate institutions from which they will be produced. Prepare Orders-to-Produce documents if determined appropriate.
• Responsible for records being available for court hearings including drug analysis and driving records.
• Analyze electronic case files to determine when law enforcement subpoenas must be recalled. Determine best method to notify officers of recall. Prepare recall subpoenas or send teletype messages using TIME System. Record all recall phone tape messages.
• Responsible for notifying assigned attorneys and advocates of changes in case status, motions, or any problems that may affect a case presentation. Prepare and mail summons to defendants. Prepare and mail victim and witness notification letters.
• Locate case files requested by the courts, attorneys, law enforcement, probation and parole agents and other authorized persons. Maintain case file scans or file, as appropriate, all case related correspondence and other materials. Convert paper files to electronic files as needed.
• Locate and provide information to citizens, DA attorneys, law enforcement officers, court personnel, staff members, probation and parole agents and defense attorneys.
• Enter cases into PROTECT, the District Attorney case management database. Review and analyze police reports to gather the necessary information to make the case entries and to verify accuracy of charges, statutes provided and witness information. Enter witnesses identified.

Minimum Education and Experience:

• Current resident of the State of Wisconsin
• High School Diploma or GED Equivalent
• At least one year of office clerical support experience
• Typing 45 WPM, 85% or greater accuracy
• Proficient in Microsoft Word

Required Skills and Abilities:

• Able to manage a large volume of work quickly and accurately under pressure and keep legible and accurate records.
• Must be able to maintain good working relationships and adapt to assignment changes.
• Customer contact with employees or others primarily at a routine level involving basic information exchange. Working with distressed and sometimes emotional individuals in person and over the phone.
• Information exchange with peers and others outside the organization involving explanation of information and the gathering of factual information, which may include communication of sensitive or confidential nature.
• Gather information, answer queries, and/or ask for assistance. Read, write and comprehend simple instructions. Type reports, short correspondence and memos.
• Knowledge of all general office equipment computers, copiers, fax machines and multi-line phones.

Note: This ORIGINAL APPLICATION is open to qualified residents of the State of Wisconsin at the time of application. Candidates need to submit a full account of their training and experience (i.e., by submitting an up-to-date resume or by fully completing the application) during the application process and may also be asked to take additional written or performance tests as part of the selection process.

Applicants must possess minimum qualifications at time of filing application.

Milwaukee County is committed to fostering an equitable working environment, free from discrimination and harassment, on the basis of any characteristic protected by law. We prohibit any form of discrimination, harassment based on race, color, religion, sex, gender, gender identity or expression, sexual orientation, pregnancy, pregnancy related condition, national origin, age, disability, FMLA status, military status, marital status, or any other category or status that is now or in the future protected by federal, state, and local law. We maintain a drug-free workplace and perform pre-employment substance abuse testing, background checks and pre-employment physicals subject to job requirements. If special accommodations are needed, please contact 414-278-3936.