Under the direction of the Supervisor, Court Administration, the Clerk of Court is responsible for performing clerical duties for the Tribal Court including (but not limited to) case file management, preparation for court hearings, preparation of court minute orders, and other documents. This role handles high confidential information in a professional and courteous manner. The Clerk of Court supports the goals and priorities of the Tribe by reflecting and upholding the Tribal Court’s vision, mission, and values.
Essential Duties & Responsibilities
1. Assists in providing administrative support to the Chief Judge and the Appellate Court judges, including ordering and maintaining office supplies; preparing correspondence, copies, and other communication as requested; and maintaining the judges’ calendars. Keeps judges and Supervisor, Court Administration informed about case status, hearings and upcoming issues and maintaining communication with legal and other service staff.
2. Provides reception services for the Tribal Court, including answering telephone inquiries and written inquiries as appropriate; courteously meeting and greeting individuals presenting themselves to the Tribal Court. Provides general assistance regarding court process, forms; and receiving and filing all paperwork presented to the Tribal Court. may assist the public, attorneys, law enforcement, social services, and other agencies to submit a filing and, if applicable, explain without providing legal advice how to amend the filing so that it may be accepted by the Court.
3. Works to maintain confidentiality of all official records of the Tribal Court and prepare certified copies as required. Assists Court Manager in collecting filing fees and fines; maintaining records of fiscal transactions; and compiling and maintaining statistical data.
4. Assists with Tribal Court minutes, findings, orders, notices, and other official documents. Prepares reports as required.
5. Receives, processes, and calendars all complaints and actions in Tribal Court. Notarizes documents for the public as needed.
6. Acts as a backup for the Supervisor, Court Administration as needed.
7. Attends all calendared hearings and Tribal Court sessions performing the clerk tasks associated with hearings. These tasks include (but are not limited to) calling hearings to order; swearing in witnesses; receiving documents into evidence; taking minutes; and scheduling and confirming hearing dates.
8. Prepares the courtroom with necessary materials and/or services for litigants in advance of hearings; prepares and posts daily dockets; and provides all court files to judges in preparation for hearing.
9. Assists with maintaining a list of attorneys and lay advocates admitted to practice before the Tribal Court. Arranges for services of pro tempore judges, court interpreters, and court reporters for proceedings as needed.
10. Performs other duties as assigned to support the efficient operation of the Tribal Court.
Education/Experience/Qualifications
- High School diploma required.
- Associate degree in Court Administration, Public Administration, Paralegal, Legal Secretary, or equivalent from an accredited college is preferred.
- Minimum of five (5) years of Clerk of Court or legal experience required. Additional years of direct court or legal experience preferred.
- Court Management certification preferred.
- Ability to interact relate to the public, court personnel, and other agencies in a professional, courteous, and respectful manner.
- Must be able to handle sensitive, complex issues and or/situations and maintain confidentiality.
- Ability to work effectively in a team environment with minimal to no supervision.
- Demonstrated punctuality and dependability regarding attendance.
- Ability to pivot between tasks quickly and prioritize, coordinate, and complete multiple tasks simultaneously. Strong organizational skills. Must be detail-oriented.
- Excellent communication skills, both verbal and written, in the English language.
- Ability to maintain composure in high stress situations and while dealing with distraught parties and/or members of the public.
- Strong customer service skills.
- Strong computer skills, including data entry and typing experience, at least 40 wpm. Ability to work with court management software; willing to train.
- Knowledge of general office procedures, computer operations (including, but not limited to, intermediate proficiency with Microsoft Office Suite), and ability to perform basic troubleshooting on computers.
- Must be available for travel for training and work-related events approximately 5% - 10% of the time.
- An understanding of Native American culture and experience working with Native American communities is preferred.
- Ability to address issues involving several variables in frequently occurring situations; to solve practical issued and deal with a variety of variables in situations where there is limited standardization; or apply discernment to interpret and follow instructions furnished in written, oral, diagram or schedule form.
Certificates/Licenses/Registrations
- At the discretion of the San Manuel Tribal Gaming Commission, you may be required to obtain and maintain a gaming license.
- Must have current status as a Notary Public or the ability to obtain and maintain a Notary Commission within (180) days of hire.
- Must have a valid driver’s license with an acceptable driving record as determined by the company’s insurance carrier.
San Manuel will make reasonable accommodations in compliance with applicable law.
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