Deputy Court Clerk

DescriptionJob Identification

Position Title

Deputy Court Clerk

Status

Non-Exempt

Location

Ki-Ho-Ta Center

Departments

Quapaw Nation Court

Reports to

Court Clerk

Work Schedule

Full Time

Safety Sensitive

Yes*

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

Operations & Judicial Support

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

Perform additional clerical duties as assigned by the Judge, Court Administrator and Court Clerk.

Records Management & Case Processing

• 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.

Customer Service & Public Assistance

• 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.

Administrative & Financial Duties

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.

Additional Duties

• 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

• Participate in staff meetings, seminars, training sessions, and professional development activities. Attend meetings as necessary to support court operations.
• Assist with special projects and additional duties as assigned

QualificationsJob 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.

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