Filing Assistant Jobs in Madison, WI (NOW HIRING)

Salary: $26.00 - $28.26 Hourly
Location : Courthouse, 51 S. Main St., Janesville, WI
Job Type: Full Time
Job Number: RC-0805202
Department: Circuit Court
Opening Date: 05/20/2026
Closing Date: 5/28/2026 5:00 PM Central
Position Summary and Job Duties
Assists the Judge in the effective operation of the Court, making sure everything runs efficiently, smoothly and in accordance with established practices, procedures and instructions.
55% - Administrative Work
-Types opinions, correspondence and decisions
-Prepares reports, dispositions, memoranda, and orders
-Creates jury instructions
-Organizes jury instruction books
-Provides copies of jury instructions to Judge, counsel, and jurors
-Create diagram of courtroom for jury clerk for jury selection
-Assists with file and record acquisitions
-Knowledge of statutory time limits and deadlines
-Schedules hearings including: motions, pretrial conferences, court trials, jury trials, final pre-trials, calendar calls, status conferences, oral rulings, garnishments, confirmation of sale, minor settlement, name changes, guardianship, WATTS, juvenile guardianship, hearings to implement judgment, mental commitment, restraining order, amortization, bankruptcy, probate, child support contempt, Section 980, order to show cause, indigency, plea and sentencing, sentencing, sentencing after revocation, competency, expungement, extradition, eviction, damage, and restitution hearings
-Communicate with media when necessary
-Communicate with Justice Point when necessary
-Add filings to electronic case
-Checks court record to confirm complete/accurate
-Coordinates inmate appearances with jails and prisons
-Maintains Judge's calendar
-Creates Zoom meetings
-Adds Zoom meeting information into notices and sends notices to parties
-Sends Zoom information to attorneys
-Sends calendar to clerks and jail
-Communicates with jail personnel regarding people going into custody
-Schedules meetings
-Prepares agendas and minutes for Judge's committees
-Assists court reporters with acquiring witness and victim names for hearings and jury trials
-Assists Judge in Zoom meetings as "co-host"
-Assists Judge with treatment court when necessary
-Maintains and organizes electronic queue
-Organizes and maintains Judge's files and records
-Acts as receptionist in answering telephone and handling visitors
-Receives, opens, date stamps, and directs all mail for appropriate disposition
-Obtains Judge's signatures on all documents, seals documents and distributes appropriately
-Types all correspondence, memorandum decisions, pretrial orders, scheduling orders, trial orders, letters, and substitution of Judge forms
-Communications with attorneys, parties, jail and Victim Witness for case status and scheduling
-Dictates for Judge occasionally, composing and typing a portion of the correspondence
-Reviews and monitors all cases filed in the court
-Communicates with Department of Corrections
-Updates county website
-Coordinates with Sheriff's Department and Victim Witness Office regarding security in the courtroom and access for victims to the courtroom
-Provides information in court cases to attorneys and other interested parties when necessary
-Carries out directives of Judge
-Coordinates maintenance work orders with facility and information technology staff as needed
If court attendant unavailable:
oWitnesses bond signing
oEscorts individuals to administrative offices
oProvides for courtroom security
oOpens and maintains order in the court
oEnsures courtroom rules are followed
oUpdates Jury Instruction and Benchbooks
oPost calendars outside courtroom
-Completes and provides parties with paperwork in court
-Processes paperwork
-Replenishes forms and supplies in courtroom
-Assists the court attendant with jurors
Arrange for exchange of courtroom facilities with other Judges, as schedules require
-Maintain basic knowledge of courtroom technology systems and assist parties with access to the systems
-Provide Judge with treatment court reports for review
-Log courtroom into Zoom for court
-Create certificates for phases and graduations for treatment court
-Create and maintain treatment court files
-Assist other Branches/Judges as necessary
-Manage court proceedings while in session (contacting attorneys, fielding phone calls from defendants and prisons)
-Schedule and register for Judge's trainings and seminars
-Prepare expense reports for travel
-Create case files as necessary
Scan Judge's notes for case files
40% Branch Management
-Assists with calendar management including: scheduling of court hearings, appointments, meetings and activities of Judge
-Holds scheduling conferences with Judge
-Posts court calendar daily and updates weekly calendar
-Prepares requisition of office supplies
-Contacts attorneys and parties concerning court dates, appointments, and cancellations
-Prepares and types jury instructions
-Assumes duties of court attendant in absence
-Assists defendants get court date
-Tracks pending case on a monthly basis in preparation of reporting to the Judge
-Judge's monthly certification of cases
-Coordinates calendars for hearings with other counties for out-of-county case appointments
5% Performs work as directed by the Presiding Judge
Success Factors (KSA's)
-Ability to maintain high level of confidentiality, discretion, and integrity
-Knowledge of modern office practices, procedures, and equipment
-Knowledge of the court system, court procedures, case types, legal knowledge in general and of the courts software programs
-Skills in typing
-Working knowledge of computer software including but not limited to Microsoft Word, Excel, Outlook, Skype, Zoom, and CCAP
-Working knowledge of office equipment including but not limited to computers, copy machines, fax machines, scanners and telephones
-Ability to work independently
-Ability to communicate/interact clearly, concisely and tactfully with attorneys, co-workers, and the public
-Ability to use word processing
-Ability to exercise judgment and diplomacy
-Ability to learn computerized records management
-Ability to take and transcribe dictation
-Ability to answer and compose correspondence
-Maintain prompt and regular attendance
-Ability to multitask/triage level of urgency and importance
-Ability to maintain focus under pressure
-Willingness to be a team player and help as needed
-Ability to adjust work scheduling based on court scheduling
Job Requirements, Education, Training & Experience
• High school diploma or equivalent
• Associate degree in Legal secretarial science or para-legal program or certificate.
• Minimum five (5) years work experience in the legal field and/or court system.
• Minimum keyboard speed of 50 net words per minute.
• Strong computer skills
• A combination of training and experience will be considered.
Essential Job Functions (physical elements, equipment and working conditions)
Physical performing elements
- Lifting and carrying ten pounds often, 20 pounds occasionally
Equipment use
- Use telephone and office equipment continuously
- Use computer frequently
Working conditions
- All indoor work
Rock County Employee
Facts and Benefits Highlights

• Rock County historic and cultural attractions:Rock County is in south Central Wisconsin along the Illinois border. The County has a population of 161,188 making it the ninth largest County in Wisconsin. Janesville, Wisconsin (pop. 64,009) is the county seat. Janesville is located on the I39/90 corridor, forty miles south of Madison, seventy-six miles west of Milwaukee and about two hours from Chicago.

Rock County's many historic and cultural attractions include the City of Evansville historic district, Beloit College (an acclaimed liberal arts institution located in the City of Beloit) and the City of Janesville's Rotary Botanical Gardens and Tallman House (an exceptional example of Italian villa style architecture from the mid 1850's).
The Cities of Janesville and Beloit have a combined symphony orchestra, as well as individual performing arts centers. The Rock County Fair and Riverfest are regional cultural celebrations held every summer in the Cities of Janesville and Beloit respectively. These Cities both have extensive park and open space networks, including portions of the Ice Age National Scenic Trail, a Statewide trail commemorating the State's geologic history. Additionally, the Rock River runs through these Cities, offering many recreational opportunities.

• Salary:

Rock County has updated their pay grid in 2023 and it has 14 steps for every classification. Below is the link to locate the compensation grid and see each of the classifications that Rock County has to offer.
Employees are paid every two weeks on Friday (26 checks in a year). Paychecks are directly deposited in the employee's bank account. There is a two-week delay between the pay period worked and the payday. New employees generally wait four weeks before they receive their first check, which is a live paper check. Direct deposit is a requirement of employment.

• Holidays (Ordinance 18.501):

The following holidays are observed by the County and shall be granted to regular employees with pay and to temporary employees without pay, unless such employees are required to be on scheduled work:
(a) New Year's Day
(b) Martin Luther King Jr. Day
(c) Spring Holiday to be observed the Friday immediately preceding Easter
(d) Memorial Day
(f) July 4th
(g) Labor Day
(h) Thanksgiving Day
(i) Friday following Thanksgiving
(j) Day before Christmas
(k) Christmas Day
(l) One Floating Holiday
(m) Any additional holiday granted by the County Board.
(n) The County Administrator may designate additional holidays in unusual circumstances with the approval of the County Board Chair and/or Vice Chair.
For employees working the standard work schedule, when a holiday falls on Saturday, it shall be observed on the preceding Friday. When a holiday falls on a Sunday, the following Monday shall be observed.
For employees not working the standard work schedule see the HR Policies and Procedures.

• Vacation (Policy & Procedure Manual 5.47):

Employees (.4 FTE or greater) hired on or after April 10, 2023, shall earn vacation according to the following schedule:

• Health Insurance including our Wellness component:

Rock County offers a dual choice point of service plan. Employees will have a choice to elect coverage with either Dean Health Care or Mercy Health Care. Employees can enroll within the first 30 days of employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. The County will pay 90% of the premium for health insurance and the Employee may earn the remaining 10% of the premium, based on the terms of participation of the Healthy Employee Incentive Program.

• Sick Leave (Policy 5.39):

Sick leave pay shall commence on the first day of any period of illness due to accident, injury, or disease.
All full-time employees shall earn one sick leave day per month of continuous employment. All part-time employees whose regular workweek is sixteen hours or more shall earn one sick leave day on a prorated basis directly in relation to the normal full time employment period. All part-time employees, who work less than sixteen hours per week, shall not earn sick leave. Temporary and seasonal employees are not eligible for sick leave. Sick leave shall accrue to a maximum of one hundred thirty days.

• Dental Plan:

The County offers a dental plan through Delta Dental and will pay 60% of the applicable
premium for the lowest cost plan. Employees can enroll within the first 30 days of
employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Vision Plan:

The County offers a vision plan which employees can enroll in at their own cost. Employees
can enroll within the first 30 days of employment, after that there is an annual open enrollment
period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made.
Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Life Insurance:

The County provides term life insurance through the State of Wisconsin Plan. Employees can purchase insurance in increments based on their salary, up to five times their salary. The County will contribute 20% of the cost for the first increment only - one times the employee's salary. Employees can also purchase coverage for their spouse and/or children.
*Eligibility for this benefit is tied to whether the employee is eligible for retirement benefits. (You must be expected to work for at least 12 months and 1200 hours, or have previously qualified for the WRS)

• Voluntary Benefits:

The County offers voluntary benefits which employees can enroll in at their own cost. Employees
can enroll within the first 30 days of employment, after that there is an annual open enrollment
period in the fall. Voluntary benefits may include: Disability, Hospital indemnity, Supplemental Life, Critical Illness, and Accident Insurance. Employees are responsible for 100% of the premiums for any voluntary benefits elected. Deductions are taken post tax. Please visit the Human Resources intranet page for more information.
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