Court Administrator (Administrative)

Position Summary:
Under general supervision of the Governor, Lt. Governor, Court Clerk (such supervision being delegated to the Contemporary Court Judge) performs a variety of administrative, supervisory court clerk and staff support duties for the Santa Ana Tribal Court. Assists in the timely processing of case files for adjudication and directs visitors, maintains the docket, updates the calendar and prepares a range of documents.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

Provides case management for the Tribal Court both manually and on judicial software programs, including maintaining Trial Court Docket. Coordinates the court and the judge's calendar effectively, updating calendar, utilizing a standard tickler system to keep track of all cases; scheduling hearings, coordination of hearing with others, such as probation officers, law enforcements officers, bailiff and other personnel and equipment required to conduct hearings.
Manage accounting of court funds, fines, fees and other financial income.
Prepares, maintains and closes case files for criminal, traffic, civil, probate, domestic, juvenile and informal hearings.
Ensures all appropriate parties are notified of Court judgments and other court documents.
Informs clients and the general public on the rules of procedure and assists clients in filing the appropriate forms with courtesy and respect.
Notifies all parties concerned about postponement, cancellation or rescheduling of court activities.
Answers and screens all judicial calls; provides information on cases as appropriate.
Prepares and serves notice of cases and secures information to prepare notices and records.
Analyze and evaluates pending caseload to establish scheduling priorities; compiles information and data for completion of annual reports as required.
Process applications for judicial review of Admission to Practice in Santa Ana Court and Requests for Service of Process on Santa Ana lands pursuant to Santa Ana law.
Responds to official inquiries to Santa Ana Court from outside entities; completes referrals and sends to appropriate treatment facilities.
Contacts treatment facilities for referrals, monthly reports, notifying counselors of hearing status, travel arrangements for clients and medical client's physical exam for client placement at inpatient treatment facility.
Arranges transportation for clients to the Court as needed; makes arrangements for individuals sent to detention facilities including working with families to obtain medical and vital records with the Santa Ana Police regarding receipt, service, and process of all criminal and civil complaints and other documents that need to be filed.
Contacts Sandoval County Detention Center or other relevant detention centers for inmate release, jail costs and managing information regarding bonds for inmates; coordinate with Sandoval County Regional Dispatch regarding disposition of active and inactive warrants.
Prepares invoices and purchase order requisitions.
Maintains confidentiality and security of documents, recorded information and interpersonal communications in all court and department matters. Maintains statistics on cases and records for reporting purposes.
Contacts other tribal entities for matters involving active cases.
Establishes and maintains an effective filing and retrieval system.
Receives, sorts and routes mail and prepares outgoing mail.
Maintains and operates office machines, equipment, and computers.
Maintains confidentiality of all privileged information.
Contributes to a team effort and accomplishes related results as required.
Provides primary administrative management of the Court.
Interact with Computers; use computers and computer systems, including hardware and software, to program, set up functions, enter data, scan and organize date, and process information.
Preforming case law research;
Preparing budgetary reports and assist with grant reporting, grant drafting, and other narrative reports.
Proofreading legal documents and preparing forms for the Judge.
Performs other duties as required.

Minimum Qualifications:

Associate's Degree in Paralegal or closely related field, three years' administrative experience in a tribal court system required; or equivalent combination of education and experience; ability to understand legal terminology.
Three years' of supervisory experience emphasized.
Significant computer expertise; strong knowledge of Federal Indian Law, and ability to understand and implement the Santa Ana Rules of Procedure for the Contemporary Courts.
Must be able to type at least 40 wpm and demonstrate proficiency in grammar, spelling, math, and filing.
Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation including a motor vehicle check.
Must possess and maintain a valid New Mexico driver's license and be insurable under the Pueblo's insurance.

Knowledge, Abilities, Skills, and Certifications:

Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic
Knowledge of records management and basic accounting procedures
Knowledge of the Santa Ana Pueblo language, history and culture.
Skill in operating various word-processing, spreadsheets, and database software programs in a Windows environment.
Skill in operating digital/electronic court reporting software.
Ability to communicate effectively in the English language both verbally and in writing
Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
Ability to demonstrate moral character, honesty, tact, fairness, lack of prejudice, and desire to help when dealing with people.
Ability to represent the organization in a professional manner, building respect and confidence
Ability to maintain confidentiality
Ability to handle multiple tasks and meet deadlines
Ability to carry out instructions furnished in verbal or written format
Ability to work independently with minimal supervision
Ability to demonstrate excellence in everything, and continually seek improvement in results
Ability to obtain Notary Public License
Ability to maintain professionalism in any situation
Performs other duties as assigned

Physical Demands:
While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:
Work is generally performed in an office setting or courtroom with a moderate noise level.