Court Clerk Assistant

Job Title:
Court Clerk Assistant

Department:
Public Safety and Justice Department

Reports To:
Chief of Police

FLSA Status:
Non Exempt

TS Range:
7/8 ($22.03 hourly)

Opening Date:
January 31, 2020

Closing Date:
February 14, 2020

 

SUMMARY:
The Court Clerk Assistant will be responsible for insuring that all aspects of the Court are operating effectively and efficiently. Provides clerical support to the Court Clerk. The Court Clerk Assistant will keep an accurate and current database of every court case, update and maintain database as required and use database to generate court statistical reports as requested by Tribal Council, Public Safety Office Manager, Planners and other interested tribal departments. This is a grant funded position. 

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following.
(Other duties may be assigned.)

  • Assist the Court Clerk in establishing a paper and electronic file for all cases brought into Tribal Court. Record all court hearings and save a copy via CD and hard drive.
  • Assist in maintaining a court docket and distribute copies to appropriate service provider staff at least two days prior to court date.
  • Assist with receipting of all money collected for fines and fees and keeping records of property seized, held for use as evidence, disposed of and returned in the course of court proceedings.
  • Assist with maintain a current set of Rules of the Squaxin Island Tribal Court and the Law and Order Code.
  • Assist with maintain a list of persons permitted to appear in Tribal Court as representatives for parties and maintain a list of persons eligible to serve on juries, summon jurors as necessary.
  • Assist Court Clerk with processing all criminal, civil and family court cases including but not limited to criminal complaints, traffic citations, housing evictions, civil complaints, employee appeals, adoptions, name changes, emancipations, protection orders, bench warrants, search warrants and vehicle seizures.
  • Assist with filing all protection orders with Mason County clerk’s office and send copies of all warrants and orders quashing warrants to Mason County dispatch office promptly.
  • Assist in work with Northwest Intertribal Court System for appealed decisions including preparing case file, making copies of hearings and following all timelines designated by code.  Distribute decision to parties promptly.
  • Assist with providing background checks promptly to all requests from Squaxin Island Tribal Human Resources, Island Enterprises Human Resources and Little Creek Casino Resort Human Resources.
  • Assist in providing Little Creek Casino/Resort Security an updated list of exclusions and warrants after each court date.
  • Support the Court Clerk in maintaining and updating Law Enforcement warrant board and occupational license board as necessary. Update Law Enforcement white board with current court date so officers assign correct court date when issuing citations.
  • Provide support to the Court Clerk with the Legal Department and Indian Child Welfare Program copies of court orders and dockets promptly after each court date.
  • Assist in scanning any court orders that need Judge’s approval and email to appropriate Judge and follow up for response and distribute orders accordingly.
  • Provide support in preparing cases to be sent to collection in a timely manner and send collection report to Finance Department annually.
  • Assist in maintaining current contracts with Judges, Prosecutor, Public Defenders, Collection Agencies, jails, juvenile detention facilities and any other people associated with the court.
  • Assist the Court Clerk in tracking bail and bonds posted and prepare exoneration orders as requested by the court, send to appropriate jail and follow through to make sure the bail is returned in a timely manner and bond exonerations are sent to the bond companies in a timely manner.
  • Help the Court Clerk in coordinating with Law Enforcement to provide transportation of in-custody defendants to court, provide Law Enforcement transport orders and facilitate phone or skype hearings with the jail when necessary.
  • Assist in coordinating with Law Enforcement to provide an officer for each court date.
  • Assist Court Clerk with establishing and maintaining a proper archive plan for court cases and recordings of court hearings and archive cases in a timely manner and be able to retrieve any court documents from archive as needed in a prompt manner.
  • Help with ordering all supplies in a timely manner necessary for operation of the court through proper tribal procedures.
  • Keep an electronic file of every form and document used for the court system and produce new forms as the need arises. Keep a hard copy of the most often used forms.  Prepare copies of court hearings as formal transcripts as requested by parties.
  • Be available during normal business hours to assist customers in filing court documents including informing them of all necessary information required by the court.  Customers may contact court in person, by telephone or via electronic means and each of these contacts shall be answered promptly and politely.

SUPERVISORY RESPONSIBILITIES:
This position has no supervisory responsibilities.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:
BA and 2 years of office assistant/Clerical experience OR AA and 3 years of office assistant/clerical experience OR High School Diploma/GED and 5 years of office assistant/clerical experience.

  • Requires the ability to be highly organized, detailed oriented and focused on multiple deadlines.
  • Must possess ability to email, scan, text, fax and skype, type a minimum of 50 WPM, and readily learn new software and hardware.
  • Maintain confidentiality
  • Familiarity with using sound systems, microphones, wireless phones and recording software.
  • Basic General knowledge of Tribal Laws and terminology.

LANGUAGE SKILLS:
Able to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints. Ability to write speeches and articles using original or innovative techniques or style. Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups and/or boards of directors.

MATHEMATICAL SKILLS:
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS:
Must be able to pass background check and have valid Washington State Driver’s License. Must become Access certified within 30 days of hire.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear; the employee is frequently required to stand, walk, sit, use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch or crawl and taste or smell. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required for this job include close vision, distance vision and peripheral vision. Must be able to lift twenty pounds and move heavy equipment and furniture.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level is the work environment is usually moderate.

DRUG FREE WORKPLACE:
The successful candidate will be required to have a urinalysis for drug and alcohol screening in accordance with the Tribe’s Drug Free Workplace Policy.

INDIAN PREFERENCE:
Indian Preference will be exercised in the hiring of this position in accordance with the Tribe’s Personnel Policies.

TO APPLY:
Submit application packets including a resume and cover letter to   Contact Human Resources for more information: 360-432-3865.