Commitment to Citizen Service

Service encompasses all aspects of the Pokagon Band of Potawatomi Indian’s governmental operations. Every employee shares the responsibility to provide exemplary service, dignity, and respect to all Tribal Citizens, the Tribal Council, and staff members. To this end, all employees have an obligation to identify and report any service problems, issues, or concerns and through designated channels, initiate, recommend, and actively participate in solutions.

Position Summary: Assist the Court Administrator in the overall administration of Court operations and supervising and directing court clerks. Primary responsibility to ensure that all of the clerical duties and responsibilities of the Tribal Court are met by providing clerical work supervision, monitoring & training. Responsible for the day-to-day clerical operations of the Court and is the first point of contact for court clerks for operational matters, which includes clerical duties, scheduling, equipment, and technology issues.

Provides leadership for special projects, assists with Court budgets and assists with timely implementation of organization changes, court policy and procedures.

Essential Functions:

50% of the position time will be spent as Assistant Court Administrator performing the following duties:

• Assist the Court Administrator to address day-to-day operational needs, such as supervision of court clerks, staffing needs, courtroom operations, equipment needs, and technology.
• Assist with special projects as assigned by the Court Administrator and Chief Judge.
• Assist the Court Administrator with fiscal and budget matters, including the preparation and administration of the Court’s budgets, monitoring and control of expenditures, purchasing of goods and services, writing Requests for Proposals, contract preparation and contract administration, and conducting research for grants and additional funding from public and private sources, and writing grants.
• Assist the Court Administrator to provide the overall direction, coordination, evaluation, coaching, and development of staff. Proactively explores and implements methods and procedures for improving workflow.
• Assist the Court Administrator in ensuring compliance with human resource policies, guidelines, and procedures.
• Assists the Court Administrator with issues concerning space, furnishings and equipment within the Court building.
• Assist the Court Administrator to develop and implement methods and procedures to improve court infrastructure, operational effectiveness, reduce operating expenses, and improve the quality of service.
• Assist the Court Administrator in the collection of information and in the preparation of presentations, monthly Court reports, and the Court’s annual reports.
• Evaluates operations and procedures, recommends improvements and modifications, and prepares various reports on operations and activities.
• Updates and maintains inventory of the Court’s furniture and equipment.
• Lead Supervisor of clerical staff for operational matters, work duties, monitoring & training.
• As specifically delegated, carry out a full range of administrative responsibilities for the Tribal Court and coordinate Court office activity.

Court Officer

• Lead Local Area Security Officer (LASO) for the Law Enforcement Information Network (LEIN) and the National Criminal Information Center (NCIC).
• Supervisor for criminal adjudication LEIN entry and Michigan Secretary of State abstracting.
• Interim Probation officer when Probation Officer is on leave/vacation or when the position is vacant
• Perform all other appropriate duties as directed by the Presiding Judge and Court Administrator.
  

50% of the position time will be spent as Court Clerk performing the following duties:

• Ensure clerical duties and responsibilities of the Tribal Court are met.
• Accept and file pleadings, prepare notices of hearings and coordinate service of process, write correspondence, and prepare judgments & orders.
• Process foreign court child support orders filed for federal “full faith and credit” recognition and enforcement, as well as all other matters filed pursuant to federal law. Process all foreign court actions filed for “comity” recognition and enforcement.
• Process all garnishments, withholdings, and other post-judgment matters.
• Process all foreign court delinquent child support actions against tribal per capita distributions.
• Develop and maintain case files, document case activity and pertinent case information in computer records and case files, and ensure case files are prepared, complete, up-to-date, and available for scheduled hearings.
• Schedule court proceedings and issues proper notice to all parties.
• Prepare Courtroom for the proper conduct of hearings and meetings and ensure the complete and accurate recording of all court proceedings.
• Receive, issue receipts, record and deposit fines, fees, court costs, restitution, reimbursement, and all other monies and/or properties utilizing court and accounting procedures.
• Enter required case management information into automated case flow management system to ensure timely, efficient and effective case flow management, as well as data collection for reporting purposes.
• Provide information to attorneys, law enforcement officers, plaintiffs, defendants, court patrons and agencies regarding court policies and procedures, case status, and the scheduling of court hearings.
• Answer phones, manage schedules, assist with questions, and process incoming and outgoing mail.
• Maintain legal volumes to ensure that law library is up-to-date.
• Assist Court Administrator in the development of court forms, templates and other Court infrastructure.
  

Non-Essential Functions:

• Perform other related functions as assigned.
  

Equipment:

• Standard office equipment.

Systems used: MS Office Applications, Internet, JustWare case management, Editor software, database reporting software.

Urine and saliva drug testing equipment, PBT testing equipment

Position Requirements:

• Bachelor’s Degree in Criminal Justice or other related field from an accredited institution whose program of study has been recognized by the Council for Higher Education Accreditation or the United States Department of Education.
• Four years of relevant court experience required.
• Knowledge of court operations, and an understanding of legal terminology and court procedures.
• Knowledge of practice and procedure of court systems
• Complete security training and requirements of the Pokagon Band and Lead Local Area Security Officer (LASO) and Lead Terminal Agency Coordinator (TAC) for the Law Enforcement Information Network (LEIN) and the National Criminal Information Center (NCIC).
• Must not have been convicted of a felony or high misdemeanor crime
• Must have a valid drivers license and be able to meet the minimum insurance requirements regarding driving record in order to utilize GSA and tribal vehicles.
• Knowledge of case management operations and processes, budget management, strategic planning, and the Pokagon Band’s Codes and Ordinances as they relate to court services and operations.
• Demonstrated experience with accounting software and strong MS Excel skills.
  

Indian Preference:

• Pokagon Band Preference Code applies.
  

Physical Requirements:

• Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
• Frequently required to use hands and fingers to operate equipment.
• Frequently required to talk and hear.
  

Work Environment:

• General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.
  

Competencies:

• Team Leadership
• Problem Solving
• Using Information Technology
• Adaptability
• Ensuring Accountability