Job Identification:
Position Title:
Deputy Court Clerk
Location:
Ki-Ho-Ta Center
Departments:
Quapaw Nation Court
Driver’s license required:
Yes
Position Summary:
Under the direct supervision of the Court Clerk, the Deputy Court Clerk performs a variety of administrative, clerical, and customer service functions in support of the Tribal Court. The Deputy Court Clerk assists in maintaining accurate court records, processing legal documents, scheduling hearings, collecting court fees, and ensuring the efficient operation of the Tribal Court while maintaining confidentiality and impartiality. The Deputy Court Clerk serves as backup to the Court Clerk and may perform the Clerk's duties in their absence as authorized.
Duties and Responsibilities:
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Assist the Tribal Court Clerk in the daily administration and efficient operation of the Tribal Court.
- Assist the Judges in recording court proceedings and preparing writs, processes, orders, and other legal documents.
- Assist Judges with case management, scheduling, assigned dockets, and court calendars.
- Maintain calendars of cases to be called and prepare related court files for hearings and proceedings.
- Record and prepare court minutes and court proceeding summaries as directed.
- Prepare and distribute court orders, probation orders, sentencing documents, summonses, notices, and related court correspondence.
- Maintain clear and timely communication with coworkers regarding daily events, client needs and operational updates to ensure a consistent response and seamless transition between employees
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Perform additional clerical duties as assigned by the Judge, Court Administrator and Court Clerk.
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Accept, review, and file legal documents related to civil, criminal, traffic, juvenile, and other court matters.
- Enter pleadings, processes, proceedings, and related information into court docketing and database systems.
- Maintain, organize, retrieve, and update official court records and files in both physical and electronic formats.
- Process court-related data and maintain accurate electronic records.
- Conduct computers search for case information and related records.
- Maintain confidentiality of court records and sensitive information.
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Provide courteous and professional customer service to tribal citizens, attorneys, litigants, and the public regarding court filings, schedules, and procedures.
- Assist customers and citizens at the counter by filing inquiries and general questions.
- Refrain from providing legal advice or recommending legal representation.
- Provide approved court forms and general information regarding court schedules, procedures, and policies.
- Answer telephone calls, direct inquiries, transfer calls, and take messages in a professional manner.
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Provide copying and certification as required.
- Sort and distribute incoming and outgoing mail. · Collect fines, fees, court costs, and related payments while maintaining accurate receipts and records in accordance with court policies and procedures.
- Perform basic bookkeeping and financial recordkeeping duties.
- Assist in office management and clerical functions necessary for court operations.
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Administer oaths and affirmations as authorized.
- Issue licenses and related court documents assigned
- Perform other related duties and responsibilities as assigned to support the mission and effective operation of the Tribal Court.
- Perform such other clerical duties in relation to court proceedings as directed by the Judge, Court Administrator, and Court Clerk.
non-essential job functions:
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Participate in staff meetings, seminars, training sessions, and professional development activities. Attend meetings as necessary to support court operations.
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Assist with special projects and additional duties as assigned
Job Specifications:
Knowledge, Skills, and Abilities:
- Strong organizational, time management, and multitasking abilities.
- Excellent verbal and written communication skills.
- Strong interpersonal and customer service skills with a professional and positive attitude.
- Ability to maintain confidentiality and exercise sound judgment.
- Ability to work effectively in a team-oriented environment.
- Ability to maintain regular attendance and punctuality.
- Knowledge of legal terminology, court procedures, judicial processes, and records management.
- Proficiency in Microsoft Office, court database systems, and general office software.
- Strong typing, data entry, recordkeeping, research, and writing skills.
- Ability to review legal documents for accuracy, completeness, and compliance with court requirements.
- Basic accounting, bookkeeping, budgeting, and business management knowledge are preferred. Ability to work professionally with judges, attorneys, law enforcement personnel, and the public. Ability to manage multiple priorities in a fast-paced environment.
- Experience in clerical or legal support services preferred.
- Experience working within a legal or court system preferred.
- Equivalent combinations of education, training, and experience may be considered.
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Must successfully pass a tribal background investigation and drug screening.
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Must have valid driver’s license and be able to meet the minimum insurance requirements regarding driving record to utilize tribal vehicles.
Education:
- High school diploma or GED required.
- Associate degree in Criminal Justice, Legal Studies, Business Administration, or a related field preferred.
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Paralegal Certification or Court Clerk training are preferred.
- Relevant experience in clerical, legal support, or court-related work may be considered in lieu of additional education
PHYSICAL ABILITIES:
- Ability to sit or stand for extended periods and perform tasks that require reaching above shoulder level.
- Ability to push, pull, squat, kneel, bend, and safely lift and carry up to 50 pounds.
- Visual acuity sufficient to perform essential job functions, with or without reasonable accommodation.
- Ability to travel occasionally for meetings, training, seminars, or professional development opportunities.
Working Conditions:
The work is performed in an office environment with no disagreeable conditions. Occasionally, in state and out of state travel may be required.
Disclaimers:
This job description encompasses and describes most but not all tasks and responsibilities of the job. The management reserves the right to change the nature of the job and the job description with or without prior warning, as well as to give special consideration to circumstances related to the essential job functions on a case-by-case basis. The incumbent may be required by the management to perform other duties as assigned.
This job description does not constitute a contract for employment and may be changed at the discretion of the employer. PLEASE NOTE: Hiring preference in the following order will be provided to qualified members of the Quapaw Nation followed by spouse and caregivers of Quapaw Nation members and then other federally recognized Nations and then Veterans. The Quapaw Nation requires a designated candidate to successfully complete a pre-employment drug screen, criminal background check and confirmation of professional references.
- The Quapaw Nation will not observe a medical marijuana card for any position deemed safety sensitive in accordance with the Oklahoma Medical Marijuana and Patient Protection Act (Unity Bill)
