Court Clerk/Assistant Probation Officer

This is an employment position under the GTB Judiciary and subject to GTB Tribal Court personnel policies. This position may include a flexible schedule and partial remote work as allowed under GTB Tribal Court personnel policies.

SUMMARY This Position is a combination of two different positions. The court clerk is a position which helps ensure efficiency and effectiveness of court services and assistant to other staff and judiciary. This job component will clerk a majority of all docket cases. The Assistant Probation Officer will assist the probation department in activities that relate to juvenile and adult offenders in the court system.

MINIMUM QUALIFICATIONS

• Bachelor's degree in Criminal Justice, Legal, Paralegal, Business, Administrative Services, Social Work/Services, Social Science, Sociology, Psychology, Liberal Arts or similar degrees may be considered. * A combination of education and experience may be considered in lieu of a bachelor's degree.
• General knowledge of applicable law, regulations, rules, policies, procedures and administration is required.
• Must have a valid Michigan Driver's License and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Become very familiar with the GTB Court Rules, GTB Code and GTB Constitution.
• Must become proficient in Indian Child Welfare case language and funding requirements.
• Must be familiar with State, Local, Federal and Tribal Laws.
• Must be able to work with agencies of the Michigan Secretary of State.
• Observe and employ all GTB and Court policies regarding confidentiality.
• Assist in the investigation and preparation of dispositional and/or sentencing recommendations to tribal court of all cases involving adult and child offenders. These Recommendations will incorporate the rehabilitation and the community justice plan.
• Assist in the monitoring and supervision of the dispositional and/or sentencing orders of the court which includes preparations of hearings- filling and mailing of notices, sentencing orders and probation violation hearings.
• Provide support, preventive and supervisory counselling to all individuals placed on probation.
• Schedule case review hearings for child and adult offenders, which includes advising the court of compliance or noncompliance of the court order.
• Maintain Bond Files, Notice of hearings and orders.
• Monitoring Bond Clients and compliance with Bond Orders.
• Pre-Sentence investigation reporting for sentencing hearings.
• Certifications for JWIN NCIC background checks.
• Performing background checks for Sentencing.
• Set up training courses with the companies Tribal Court contracts with and staff.
• Train new Probation staff.
• Maintain statistics for Grant reporting.
• Managing Court Hearings, probation meetings and training opportunities.
• Looking for new ways to improve probation practices, for self and for staff.
• Setting up multidisciplinary meetings when necessary to help support clients
• Maintain probation case files with adequate case management notes; keep court database updated with probation related case management information.
• Inform offenders and their families about the cost, constraints and responsibilities of maintaining electronic monitoring devices. Provide instillation services in the offender's home, communicate with the agency and assist law enforcement in monitoring the actions of the offender.
• Assist in providing supervision and transportation of offenders to non-secure detention and secure detention.
• Assist in providing effective community service opportunities and monitoring for clients who are required to perform community service.
• Work closely with outside agencies (LE, Protective Service, FIA, and schools), courts (state and local), outside Attorneys and law firms and tribal programs who provide services for our clients.
• Responsible for efficient processing of all court activities, including case-flow management of assigned cases and maintaining the Court docket.
• Will be Clerk of Record on Appellate cases.
• Court clerking responsibilities to court staff and tribal judiciary.
• Open, process, close and summarize cases. Log cases into database; process complaints, answers and pleadings; distribute and file documents within legal timeframes.
• Coordinate services of process, prepare legal documents and enter default judgments, orders and other judgments.
• Development and maintenance of court forms in compliance with tribal statutes, ordinances, codes, etc.
• Receive, receipt, record and deposit fees, fines, court costs, reimbursement, restitution and all other monies and/or property utilizing tribal accounting procedures.
• Develop court files for every court case. Document all case activity and pertinent case information in computer and court files.
• Provide information to attorneys, law enforcement officers, plaintiffs, defendants, court patrons and agencies regarding court policies and procedures, case status, jurisdiction, and scheduling of court hearings.
• Schedule court proceedings and issue proper notices to appropriate parties.
• Process garnishments, withholdings and other post-judgments matters. Prepare writs of garnishment, habeas corpus, audit garnishment, per cap accounts and judgment balances; prepare and process orders to pay and/or release funds.
• Attend court hearings and schedule subsequent hearings as needed. Perform duties required as Court Recorder.
• Ensure case files are prepared and available for scheduled proceedings.
• Collaborate as a team to help create new programs that the court may use.
• Attend meetings and give input on how to help the court and its programs run smoothly.
• Responsible for ensuring that all statutes in the system that the court uses are updated and consistent.
• Ensure that all forms are updated to the court's standards.
• Ensure clients & visitors check in upon arrival at the court.
• Maintain courtroom supplies such as paper, pencils, water, Kleenex tissues, and other materials as necessary for use of court proceedings.
• Ensure courtrooms and jury rooms are neat and orderly.
• Open court and inform the Judge that court is ready.
• Responsible for tracking incarcerated individuals and scheduling hearings.
• Ensuring incarcerated individuals are arraigned in a timely manner.
• Assist the Bailiff on transporting prisoners to and from the court room.
• Training - Specific training or equivalent of – Basic Interviewing/Counseling Techniques, Self Defense Tactics, Blood Pathogens and all other training/programs as deemed administratively necessary for the position.
• Attending training to improve skills necessary for job duties.
• Assist in answering daily incoming calls, forwarding calls, and directing visitors, GTB clients, and guests to appropriate personnel/departments.
• Process incoming and outgoing mail.
• Must become certified in drug test specimen collections and chain of custody requirements; become certified to administer Preliminary Breath Test (PBT) to probation clients.
• Must follow the provisions of the confidentiality provision of the GTB/GTB Tribal Court.
• Perform other duties as assigned by judiciary.

OTHER SKILLS AND ABILITIES

• Must have outstanding written and verbal communication skills.
• Must meet requirements to fulfill position of Court Clerk/ Assistant probation officer (may include running, lifting)
• Work requires computer literacy, especially in Windows, Word, Excel and specialized Court Software.
• Excellent time management and organizational skills.
• Common sense and good people skills are critical to this position.
• Ability to analyze situations and apply logical and rational thinking to make a decision or choose a course of action; drawing on previous experience and skill as the basis for decision-making.
• Ability to deal with people in intense situations, confront and resolve conflicts that disrupt work flow or interpersonal relationships.
• General proficiency in computers as detailed in the additional functions and tasks section of this document.
• General proficiency in 10-key and other office equipment.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with demonstrated patience, tact and respect.
• Exceptional detail and follow-up skills.
• Ability to effectively establish priorities and meet deadlines.
• Ability to quickly evaluate alternatives and decide on a plan of action.
• Ability to read and write legibly.
• Be on-call 24 hours a day 365 days a year.
• Entering invoices for House Arrest, Smart Start, Jail, & Domestic Violence Counseling.
• Entering Full Court Grant payments
• Acceptable background and employment history investigation results.
• Current driver's license and an acceptable driving record.

EDUCATION and/or EXPERIENCE

• Associate Degree in Criminal Justice, Paralegal, Business, or Administrative Services.* A combination of education and experience may be considered in lieu of an Associate's Degree.
• General knowledge of applicable law, regulations, rules, policies, procedures and administration is required.
• Ethical standards of the position must be adhered to.

DRIVING REQUIREMENTS

• Must have a valid unrestricted driver's license (no DUIL or OWI) and be insurable with GTB's insurance carrier.

EQUIPMENT TO BE USED

• General office equipment including calculators, computers, modem, copiers, fax, phone, printer systems. In addition, digital camera, court car camera, drug testing equipment and supplies and PBT machine.

TYPICAL PHYSICAL DEMANDS

Work requires sitting, lifting, reaching, walking, and lifting up to fifty pounds. Also requires manual dexterity to operate office equipment, keyboarding, copiers, etc. Ability to operate an automobile in the course of assigned duties.

TYPICAL MENTAL DEMANDS

Will routinely be involved in conflict resolution, problem solving, mediation, and discussions with all levels of the organization. Required to be other centered and resolution focused. Must set aside personal considerations and render objective findings and resolutions in often complex human circumstances.

WORKING CONDITIONS

Deadlines are involved, so there is constant time pressure. Reliable transportation for local travel to various properties in a forty-mile radius is involved, as well as out of town, overnight travel on occasion is required. Although primarily an 8-5 job, one must be flexible and willing to work the occasional evening, weekend, or holiday. A good deal of work is performed in an office environment, but it is important to realize that some of the work is in the community and other agencies. Must be willing to travel and provide transportation services to clients.

SUPERVISORY RESPONSIBILITIES

None

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regard to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time. * Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Court Clerk/Assistant Probation Officer Jobs at Grand Traverse Band of Ottawa and Chippewa Indians