Court Clerk/Program Director

SUMMARY

As the Program Director, administer all fiscal programs for the Tribal Court and administrative duties required for Government Accounting (GAAP) bookkeeping. As the Court Clerk, maintain assigned case docket and ensure efficiency/effectiveness of Tribal Court services with assistance to other staff and the Tribal Judiciary.

MINIMUM QUALIFICATIONS

• Associates Degree or high school diploma with four (4) years related experience and/or training, or equivalent combination of education and experience.
• Tribal Program Director training or ability to obtain training within six (6) months of employment.
• New World Systems training required within sixty (60) days of employment.
• Excellent knowledge of applicable law, regulations, rules, policies, procedures and administration
• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.
• Microsoft Office experience.
• Time management skills.

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 the Court Administrator and Judges in providing service to clients in a professional and helpful manner.
• Must exercise sound judgment and make independent decisions, as delegated, consistent with Tribal laws and Court rules.
• Attend all necessary training, workshops and continued education to maintain and develop skills as approved by the Court Administrator and Judges.
• Other duties as directed and assigned.
• Program Director
• Tribal Program Director training or ability to obtain said training within six (6) months of employment.
• New World training or ability to obtain training within sixty (60) days of employment.
• Perform program director duties for all Tribal Court programs.
• Assist the Chief Judge and Court Administrator in the budget preparation, forecast, monitoring and modifications as needed.
• Prepare and approve all disbursements from the Tribal Court in a timely manner.
• Prepare check requests, purchase requisitions and other financial documents.
• Responsible for Tribal Court budget controls, procurement, dispositions, personnel and contractor payments, program account classification, records managements and program status report maintenance.
• Responsible for compiling and reconciliation of required financial records. Responsible for timely preparation and submittal of program facts and reporting forms on a quarterly basis.
• Responsible for budget modifications, mid-year modifications, and other program needs as needed.
• Responsible for annual preparation, distribution of Tribal Court Performance Based Budgets.
• Responsible for duties related to bi-annual per capita distributions, including but not limited to preparation of Tribal Court case list of per capita deductions, receipting of per capita payments and applying payment to respective cases, and other per capita related duties as they arise.
• Assist with the preparation and conducting of all audits and reviews of the Tribal Court.
• Maintain logs (both electronic and program books) in a current and complete condition as per the GTB Program Administration Manual and as required by other GTB Policies.
• Assist with the development, collection and management of statistical data for external and internal support of funding requirements and needs.
• Participate in external and internal program reviews and monitoring.
• Monitor program expenditures to ensure proper documentation to support program eligibility and budget compliance.
• Prepare and submit monthly accounts receivables and outstanding payments owed to the Tribal Court.
• Contact and maintain working relationship with Grants Management and [OPDE] and the Office of Management/Budget in an effort to maintain account receivables, account payables, GAAP accounting , PAM compliance, and any grants administered by the Tribal Court to ensure compliance.
• Responsible for all client account adjustments within FullCourt.
• Court Clerk
• Assist in the investigation and preparation of dispositional and/or sentencing recommendations to Tribal Court of all cases involving child and adult offenders. These recommendations will incorporate the rehabilitation and community justice plan.
• Assist in the monitoring and supervision of the dispositional and/or sentencing orders of the Tribal Court which includes preparation of hearing- filing and mailing of notices, sentencing orders and probation violation hearings.
• 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 Services, DHHS, Schools), courts (state and local), outside attorneys and law firms and tribal programs who provide services for 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 Tribal 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 Tribal 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 and/or Court Clerk.
• Ensure case files are prepared and available for scheduled proceedings.
• Must become certified in drug test specimen collections and chain of custody requirements.
• Must become certified to administer Portable Breathalyzer Tests (PBTs).
• Perform other duties as assigned by judiciary.
• Must follow the provisions of the confidentiality provision of the GTB/GTB Tribal Court.

• Attend Court hearings as the court clerk (and when directed by the Court Administrator or Chief/Associate Judge, attend Court hearings as the court recorder) and schedule subsequent hearings or prepare orders as needed.
• Other duties as assigned

OTHER SKILLS AND ABILITIES

• Must have outstanding written and verbal communication skills.
• Good time management and organizational skills are critical.
• Excellent interpersonal skills with demonstrated patience, tact, and respect.
• Ability to read, analyze, and interprets general business periodicals, professional journals, technical procedures or governmental regulations.
• Ability to write reports and prepare spreadsheets.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and general public.
• Must have knowledge of:
• Laws, regulations, legislation, operations, rules, policies and procedures of the Tribal Court.
• Legal terminology, procedures and documents used in Court cases.
• Preparation and maintenance of Court calendars.
• Establishment and maintenance of filing and information retrieval systems.
• Computers and software applications related to Court support duties.

EDUCATION and/or EXPERIENCE

• Associates Degree or high school diploma with four (4) years related experience and/or training, or equivalent combination of education and experience.
• Tribal Program Director training or ability to obtain said training within six (6) months of employment.
• New World training or ability to obtain training within sixty (60) days of employment.
• General knowledge of applicable law, regulations, rules, policies, procedures and administration is required.
• 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 certain evenings and weekends for emergency calls.

DRIVING REQUIREMENTS

Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibility is required.

EQUIPMENT TO BE USED

General office equipment; calculators, computers, modem, copiers, fax, phone systems, etc. in addition, digital camera, drug testing, 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. should have corrected normal range of hearing and sight.

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

Some deadlines involved, so there is time pressure on occasion. 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.

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. Extreme confidentiality must be adhered to at all times due to access of such private and personal client information as well as adherence to strict company policy. 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/Program Director Jobs at Grand Traverse Band of Ottawa and Chippewa Indians