Court Clerk

JOB DESCRIPTION

JOB SUMMARY:

The Court Clerk will be responsible for recording and maintaining files and proceedings, processing and maintenance of all legal pleading files before the Upper Mattaponi Tribal Court, maintaining and managing the docket system, and collecting and depositing all fines, funds, and property taken into custody of the Court.

PRIMARY DUTIES & RESPONSIBILITIES:

• Maintenance of records of all court proceedings, to include identification of the title and nature of the case, the name of the parties, the substance of the complaint, the names and addresses of all witnesses, the date of hearings and trials, all court and jury filings, findings, orders and judgments and any other facts or circumstances. 
• Maintain all pleadings, documents and other materials filed with the Courts. 
• Maintain all evidential material, transcripts and records of testimony filed with the Courts. 
• Collecting and accounting for fines and other moneys and properties taken into custody of the Courts. 
• Prepare and serve notices, summons, subpoenas, warrants, rulings, findings, opinions and orders as prescribed by the Upper Mattaponi Law and Order Code, and as may be designated by the judges of the Courts. 
• Provide security for all files, documents and materials filed with, or in the custody of, the courts, and ensuring that they are not removed from the office of the clerk and the court, unless upon specific instructions from the judge. 
• Utilize computerized and standard office equipment, software, and systems to sort, classify, and index material for filing, set up and maintain Court files and access, compile, gather, and issue requested records and up-to-date information on case status as requested. 
• Maintain an effective paper and electronic case management system, ensuring accuracy and security and full efficiency of all files, in accordance with the courts files management system. 
• Maintain and manage an advanced docket system, assuring proper docketing, notification, and efficiency of all cases in coordination with the Court Administrator. 
• Attend the court sessions and operate the digital recording system, and record the sessions in the clerk’s recorder. 
• Take notes while attending court hearings and prepare a written record of all proceedings as minutes on docket forms. 
• Maintain juror file list, process payment of jury fees, and update addresses as needed. 
• Perform all other related duties as assigned. 

KNOWLEDGE, SKILLS, AND ABILITIES REQUIREMENTS:

• Respectful and clear communication with the community, and internal and external court community.
• Excellent written communication skills, while also demonstrating accuracy and thoroughness. 
• Sharp listening skills.
• Excellent interpersonal skills.
• Strong organizational skills.
• Ability to be a self-starter.
• Ability to adapt to changes in the work environment.
• Ability to handle multiple tasks. 
• Ability to identify and prioritize urgent tasks and meet deadlines.
• Ability to work as a team member in a high stress environment.
• Ability to maintain confidentiality and sign a confidentiality agreement. 
• Ability to demonstrate professional judgment in complex situations. 
• Ability to recognize the scope and limit of delegated authority. 
• Ability to be a creative and innovative problem-solver. 
• Ability to be open-minded and strive to continue learning.

EDUCATION and/or EXPERIENCE:

• Associate’s Degree and two years of work in a court room setting OR any equivalent combination of education, training, and experience which demonstrates the ability to perform the duties of the position. 
• Knowledge of courtroom practices, legal documents, and court clerk functions. 
• Knowledge of standard court record keeping procedures. 
• Ability to deal with the public and staff in a positive and objective manner (customer service). 
• Proficiency in office and computer equipment and software is required. 
• Must have experience with the following programs: Microsoft Office - Word: Excel; Publisher; Power Point; Outlook. 

OTHER REQUIREMENTS:

• Must demonstrate basic knowledge of the unique sovereign status of Indian Tribes and respect for tribal culture. 
• Must be personable and polite with the ability to use discretion, initiative, and good judgment in dealing with tribal citizens and general public in the performance of duties. 
• Must possess a valid state driver’s license or be able to obtain one and be insurable to drive Tribal vehicles.
• Applicants will be required to authorize a background check and submit to drug testing. Failure to do so will disqualify applicants from consideration for the position.

WORK ENVIRONMENT: 

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

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.

General office work is required. Occasion travel will be required.

Physical duties include the ability to lift up to fifteen (15) pounds. Specific vision abilities required by this job include close vision, depth perception and ability to adjust focus. While performing the duties of this job, the employee is frequently required to stand, walk, and sit for long periods of time.

TRIBAL & INDIAN PREFERENCE

The Upper Mattaponi Tribe recognizes and applies Tribal and Indian Preference in employment in accordance with Tribal law and applicable federal law.

DISCLAIMER

This job description is intended to describe the general nature and level of work being performed by the individual assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required. The Upper Mattaponi Tribe reserves the right to revise this job description at any time.

This position is designated as a position of trust and responsibility within a sovereign Tribal regulatory framework and is expected to uphold the integrity and confidentiality associated with the Upper Mattaponi Tribe.