Job Features
Position Title | Court Administrator |
Department | Public Safety |
Period to Apply | 08.02.24 - Open until filled |
Supervisor | Public Safety Director |
Pay Rate | $51,864.44 - $77,802.66 |
Position Status | Regular Full Time |
FLSA Status | Exempt |
Location | Ohkay Owingeh |
Job Description
POSITION TITLE: Court Administrator PAY RATE: $51,864.44 – $77,802.66 per year
DEPARTMENT: Public Safety POSITION STATUS: Regular Full-Time
PERIOD TO APPLY: 08/02/2024-Open Until Filled FLSA STATUS: Exempt
SUPERVISOR: Public Safety Director LOCATION: Ohkay Owingeh
GENERAL DESCRIPTION
Under direct supervision of the Public Safety Director, ensures the court system functions efficiently through accurate and timely scheduling of all matters and cases, issuing summonses and warrants, and interacting with the public
SUPERVISION RECEIVED
Work under the direct supervision of the Public Safety Director.
SUPERVISION EXERCISED
Supervision of the Tribal Court Staff.
NATURE OF WORK
ESSENTIAL FUNCTIONS
• Processes and files all documents initiating all new cases and motions for hearings.
• Responsible for distribution of all court documents to Police Departments for service.
• Processes and accounts for all Court ordered payments including traffic fines, bonds, child support, and restitution/debts.
• Issues personal service of process for subpoenas, notices of hearings, and complaints to be served throughout Ohkay Owingeh.
• Prepares letters, certain orders, summonses, subpoenas, and notices of hearings for Judges’ signatures and proper dissemination.
• Assists with budget preparation and modification and ensures contract is kept in compliance.
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• Maintains documentary records of all cases and is responsible for submission of statistics for quarterly and annual reports. Prepares monthly, quarterly, and annual statistical reports.
• Arranges travel and per diem for staff and submits travel related documents to accounting and maintains travel information.
• Maintains all case files and disposition of cases.
• Prepares court docket.
• Inputs and maintains data on all individual criminal dispositions from Disposition (Rap) Cards to computer system.
• Prepares and prints criminal Rap sheets for arraignment and other hearings.
• Attends all Court hearings and is responsible for the recording of all court hearings and transcripts upon request.
• Maintains the public window of the Court for information, complaints, filing, and fund collection.
• Prepares timesheets and requests for purchasing.
• Maintains inventory of office equipment and office supplies.
• Notarizes affidavits and Court documents.
• Schedules all appointments for the Judge.
• Coordinates with the Judge regarding hearings and appointments.
• Coordinates with all external agencies for hearings and Court ordered services.
• Coordinates telephonic hearings.
• Prepares dictation for Judge.
• Follows up on all referrals issued by the Court.
• Prepares motions for probation revocation and hearings, and attends hearings pertaining to probationers.
• Prepares requests for payment on all invoices due for payment.
• Assists the general public with Court Petitions, Motions, Complaints, etc.
• Receives, sorts, logs, and routes mail.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Contributes to a team effort and accomplishes related results as required.
• Supervision of the Tribal Court Staff.
• Establishes and causes to maintain all reports and accountability of funding and expenditures to Ohkay Owingeh and various funding sources, of all cases tried and dispositions made; refers to other courts of competent jurisdiction certain cases as appropriate for disposition.
• Prepares and submits proposals for Ohkay Owingeh Tribal Courts to federal, state, and other funding agencies that provide funding for judicial services and operation for continuous or new Tribal Courts Program operations.
• Assures that all justification and proposals for funding and grants are reported to granting agencies, including accurate maintenance of records, statistics, and demographics regarding areas of responsibility and service population. Reports and makes recommendations to Tribal Council for improvements in the professional and legal operations of Ohkay Owingeh Tribal Courts.
• Maintains documentation and confidentiality of all privileged information.
• Participates in and demonstrates leadership while attending staff development and training programs.
• Maintains professional knowledge by conducting research, reviewing case histories and rulings; attending seminars, educational workshops, classes and conferences; conferring with representatives of contracting agencies and related organizations.
• Performs other duties as required.
JOB FUNCTION
• Knowledge of traditional form of government and pueblo customs and traditions.
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• Knowledge of the functions and structure of Ohkay Owingeh.
• Knowledge of the Pueblo’s judicial system.
• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of criminal and civil laws and traditions to assist the public in filing appropriate legal documents and for processing appeals.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Ability to communicate effectively in the English language both verbally and in writing.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to work as a team member in a structured working environment.
• Ability to represent Ohkay Owingeh in a professional manner.
• Ability to maintain confidentiality.
• Ability to analyze situations and adopt appropriate courses of action.
• Ability to establish and maintain professional relationships with the public and co-workers.
• Ability to handle multiple tasks and meet deadlines.
• Ability to make solid decisions and exercise independent judgment.
• Ability to follow oral and written instruction.
• Ability to demonstrate excellence in everything, and continually seek improvement in results.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
MINIMUM QUALIFICATIONS
EDUCATION & EXPERIENCE
• High School Diploma or GED; Four years’ experience in an office setting or courtroom setting preferred; or equivalent combination of education and experience
• Certificate as a Court Administrator
• Highly developed attention to detail and organizational skills
• Demonstrated good verbal and writing skills
• Must be able to maintain confidentiality
• Grant Management, Writing, Financials, and Reporting background a requirement
• Strong clerical and computer/database skills; proficiency in Microsoft Office, including Word, Excel, Access, and Outlook
• Current valid New Mexico’s Driver’s License with no DWI’s
• Must be insurable through the Pueblos Insurance Carrier
• No felony convictions or gross misdemeanors within the past ten years
• Must successfully be able to successfully pass a pre-employment drug/alcohol screen and background investigation
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PHYSICAL DEMANDS:
While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
WORK ENVIROMENT:
Work is performed in an office or courtroom setting with a moderate noise level. Evening and/or weekend work is rarely required. There is regular interaction with the public. Tight time constraints and multiple demands from several people are common. Travel may be required for training, meetings, conferences, presentations, and other events
NATIVE AMERICAN PREFERENCE VETERAN PREFERENCE SUBMIT APPLICATION AND RESUME TO: OHKAY OWINGEH HUMAN RESOURCES DEPARTMENT PO BOX 1099, OHKAY OWINGEH, NEW MEXICO 87566 FAX (505) 852-0093 or lydell.lewis@ohkay.org When required of the position, attach a copy of high school /GED, college education, certification(s) or license(s). Incomplete applications may delay or exclude consideration of your application. PLEASE VISIT THE WEBSITE AT ohkay.org FOR ADDITIONAL DETAIL AND INFORMATION