Court Operations Associate Jobs in Michigan (NOW HIRING)

This is a full-time 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. This position is a BIA grant position with continuation of the position contingent on continuation of BIA grant funding. Position is for a one year term with potential for extension or renewal, depending upon candidate and availability of funds.

SUMMARY The Chief Court Clerk is a leadership and supervisory position which helps ensure efficiency, consistency and effectiveness of court services and assistance to other staff and judiciary. This job will clerk all docket cases. In addition, this is a supervisory position, directly supervising and training court clerks and support staff. Gathering of statistics and generation of reports required. This position reports to the Court Administrator and Judiciary.

MINIMUM QUALIFICATIONS

• Associate Degree required. Preference in Criminal Justice, Paralegal, Business, Social Work or Administrative Services but not required. *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.
• Must have a valid Michigan Driver's License and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Supervisory Administration

• Observe and employ all GTB and Court policies regarding confidentiality.
• Direct and oversee daily operations of the Clerk's Office.
• Develop and maintain filing, docketing, workflow standards, desk procedures and record management procedures, to ensure consistency.
• Ensure compliance with laws, court administrative orders, court rules, and administrative policies/procedures.
• Manage court calendars, hearing schedules, and docket preparation.
• Maintain the integrity and accessibility of all court records.
• Compile statistics and generation of required reports.
• Assist in recruitment, hiring and onboarding of clerk's office staff.
• Provide professional service to Tribal Court clients, Tribal Members, attorneys and the public.
• Serve as liaison between Judiciary/Court Administrator and clerk/support staff.

Supervisory Responsibilities

• Supervise court clerks and administrative court staff.
• Assign daily work, case management, manage and coordinate scheduling to ensure coverage for hearings and front counter/office coverage.
• Review staff work to ensure accuracy and timeliness.
• Provide training for court clerks and administrative support staff, to include but not limited to court procedures, case management systems.
• Conduct yearly employee performance evaluations.
• Conduct Corrective Action as needed and with collaboration of Court Administrator and/or Judiciary.
• Assist in recruitment, hiring, and onboarding of clerk's office staff.

Records and Case Management

• Maintain official court files and case records.
• Accept and process court filings ensuring accuracy and completeness.
• Enter case data into the court case management system.
• Prepare and certify court orders, judgments, and official documents.
• Manage records retention and archiving.

Financial and Administrative Duties

• Accept/process payments per established procedures.
• Oversee collection of court fines, fees, and restitution.
• Maintain accurate financial records and coordinate with Tribal finance.
• Prepare reports related to court accounts receivable and collections.

Public and Intergovernmental Relations

• Provide information to attorneys, litigants, and community members regarding court procedures.
• Coordinate with Tribal law enforcement and other Tribal departments.
• Respond to records requests in accordance with Tribal law and court policy.
• Must be able to work with internal and external agencies.

Compliance and Policy Development

• Assist in development and implementation of court administrative policies.
• Ensure confidentiality and proper handling of sensitive court records.
• Monitor changes in Tribal law affecting court administration.
• 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.

Court Clerk Responsibilities

• Court clerking responsibilities to court staff and tribal judiciary.
• Perform court clerk duties for their caseload.
• 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-judgment 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.
• Training - Specific training or equivalent of – Blood Pathogens and all other training/programs as deemed administratively necessary for the position.
• Must become certified in drug test specimen collections and chain of custody requirements.
• Perform other duties as assigned by Judiciary and/or Court Administrator.
• Must follow the provisions of the confidentiality provisions of the GTB/GTB Tribal Court.

OTHER SKILLS AND ABILITIES

• Strong leadership and team development skills.
• High attention to detail.
• Must have outstanding written and verbal communication skills.
• Must meet requirements to fulfill position of Chief Court Clerk (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 certain evenings and weekends for emergency calls.
• Acceptable background and employment history investigation results.
• Current driver's license and an acceptable driving record.

EDUCATION and/or EXPERIENCE

• Associate Degree required. Preference in Criminal Justice, Paralegal, Business, Social Work or Administrative Services but not required. *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.
• Must provide MVR report.

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

Yes. Chief Court Clerk is the direct supervisor for court clerk and support staff. This position reports to Court Administrator and Judiciary.

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.