Administrative Assistant

Santa Clara Pueblo Administrative; Northern (KY); Hybrid; USD 35,000 - 48,000; Full time

Job summary

Santa Clara Pueblo Tribal Court is seeking an Administrative Assistant to support daily operations under the Chief Judge or designee. The role maintains confidentiality, handles court documents, schedules hearings, and liaises with the public and parties involved.

The position requires managing records, assisting with budgets, training staff, and ensuring compliance with internal procedures while performing other duties as assigned in a fast-paced environment.

Qualifications

• Bachelor’s degree in law enforcement, law, business administration or related fields plus one-year administrative experience.
• Equivalent combination of education and experience may be considered.
• Willingness to learn court duties and maintain confidentiality.

Responsibilities

• Prepare case reports, court documents, and personnel files.
• Interact with the public and schedule hearings.
• Maintain court records and back up audio/video recordings.

Skills

Confidentiality

Communication

Interpersonal skills

Records management

Court procedures

Education

Bachelor's degree in law enforcement

Tools

Word

Excel

DocuSign

Lexis

Liberty Recording System

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.