Administrative Assistant

Santa Clara Pueblo; Espanola (NM); On-site; USD 38,000 - 52,000; Full time

Job summary

Santa Clara Pueblo Tribal Court is seeking an Administrative Assistant to manage daily court operations, prepare reports, and handle confidential information with professionalism. The role requires coordinating with judges, attorneys, and the public, and maintaining filing and docket systems.

The position emphasizes confidentiality, attention to detail, and proficiency with multiple software systems to support court processes and recordkeeping.

Qualifications

• Bachelor's degree in law enforcement, law, business administration or related field; plus one year administrative experience.

Responsibilities

• Prepare case reports, administrative correspondence, daily reports, court documentation, personnel documentation, and records.

Skills

Confidentiality

Communication

Interpersonal skills

Teamwork

Adaptability

Education

Bachelor's degree in related field

Tools

Word

Outlook

Excel

DocuSign

Lexis

Sleuth

Mitel Telephone System

Elmo

My Passport

Payday HCM

Job description

Position Title: Administrative Assistant
Department: Tribal Court
Salary Grade: NE4
Position Status: Full-Time
Status: Non-Exempt

Position Summary

Under general supervision of the Chief Judge or designee, the Administrative Assistant position is responsible for the daily running of the Santa Clara Pueblo Tribal Court but following internal procedures and protocols. Breaches of confidentiality may lead to immediate termination.
This job description is illustrative only of the responsibilities performed by this position and is not an all-inclusive list of all responsibilities, duties and skills required of personnel in this classification. Duties, responsibilities and activities may change at any time with or without notice.

Essential Duties and Responsibilities

• Prepare case reports, administrative correspondence, daily reports, court documentation, personnel documentation, audio and visual records.
• Interact with the public at the Courthouse, personally, telephonically or through the internet.
• Greets visitors, answering or directing inquiries to appropriate personnel; disseminating information as required.
• Explain procedures or forms to the public or to parties in a case.
• Acts as liaison among the public, parties, departments and the Judges.
• Assigns docket numbers for all cases.
• Notarizes documents.
• Maintains Tribal Court procedural docket (tickler system).
• Helps prepare annual budgets for the Court
• Prepares criminal, civil and traffic summons and scheduling orders.
• Schedules for all other hearings.
• Contacts witnesses, attorneys, and litigants to obtain information for court, and instructs parties when to appear in court through scheduling orders.
• Acts as Court's recorder when the Court Clerk is unavailable.
• Maintains and backs up audio and video recordings.
• Maintains paper and electronic filing systems for all Court activities.
• Maintains monthly, quarterly and annual statistics using the Court's records.
• Maintains statistical and financial reports, procures supplies, equipment and maintenance services.
• Collects court fees or fines; records and deposits amounts collected when Court Clerk is unavailable.
• Trains staff.
• Conducts background investigations
• Monitors building needs and security.
• Maintains confidentiality of all privileged information.
• Contributes to team effort.
• Performs other duties as assigned or required.

Knowledge, Skills, and Abilities

• Commitment, communication, confidentiality, initiative, adaptability to stressful situations and difficult interpersonal interactions, and accountability.
• Willingness to learn all court duties as assigned.
• Excellent interpersonal skills, ability to interact with the public in a compassionate, helpful, and professional manner in person and on the telephone. Docusign Envelope ID: 5B23FAB5-1C4A-820D-8196-184A6F44D975
• Operational knowledge and ability to use Word, Sleuth, Outlook Express, Payday HCM, Lexis, Excel, all Microsoft Office, DocuSign, Liberty Recording System, Elmo, Multiline Mitel Telephone System, My Passport Hard drive backup system.
• Required training in these systems shall present a detailed training schedule to the Chief Judge and successfully complete all training within six months of employment.
• Familiarity with Tribal Code.

Minimum Qualifications

Bachelor's degree in law enforcement, law, business administration or related fields plus one-year administrative experience; or equivalent combination of education and experience.

Physical Requirements and Work Environment

While performing the duties of this job, the employee is regularly required to sit; use hands to finger,
handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The
employee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must
occasionally lift and/or move up to 10 lbs. Not to exceed 10 pounds. If an item is above 10 pounds,
lifting shall be done by two or more Tribal staff members. Specific vision abilities required by this job
include close vision, color vision, and ability to adjust focus. Work is performed in a professional office
environment with a moderate noise level, occasionally working under stressful conditions and for
extended periods of time. This position is routinely exposed to Visual/Video Display Terminal (VDT) and
extensive personal computer and phone usage. Travel may be required. May be required to work
occasional nights and/or weekends. The employee is occasionally exposed to weather.