Administrative Assistant

Santa Clara Pueblo Administrative; Santa Fe (NM); On-site; USD 42,000 - 54,000; Full time

Job summary

Santa Clara Pueblo Administrative in Santa Fe, NM, seeks an Administrative Assistant for the Tribal Court under the supervision of the Chief Judge. The role ensures daily court operations, maintains confidential records, and liaises with the public and court staff to facilitate proceedings.

You will prepare case reports, manage filing systems, assist with budgeting and scheduling, and support hearings. A Bachelor’s degree and one year of administrative experience are required; familiarity with

Qualifications

• Bachelor's degree in law enforcement, law, business administration or related field and one year of administrative experience.
• Familiarity with Tribal Code is preferred.
• Must be able to learn and operate multiple court systems and software within six months.

Responsibilities

• Prepare case reports, administrative correspondence, daily reports and court documentation.
• Interact with the public at the Courthouse, by phone or online.
• Greet visitors and direct inquiries to appropriate staff; disseminate information as required.
• Explain procedures or forms to the public or parties in a case.
• Maintain court records, docket and filing systems; back up audio/video records.

Skills

Confidentiality

Communication

Interpersonal skills

Organization

Education

Bachelor's degree in law enforcement, law, business administration or related fields

Tools

Word

Excel

Outlook

DocuSign

Lexis

Job description

Job Description

Job Description

Position Title: Administrative AssistantDepartment: Tribal CourtSalary Grade: NE4Position Status: Full-TimeStatus: Non-ExemptPosition SummaryUnder 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 andsuccessfully 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-yearadministrative 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. Theemployee is occasionally required to stand; walk; and stoop, kneel, crouch, or crawl. The employee mustoccasionally 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 jobinclude close vision, color vision, and ability to adjust focus. Work is performed in a professional officeenvironment with a moderate noise level, occasionally working under stressful conditions and forextended periods of time. This position is routinely exposed to Visual/Video Display Terminal (VDT) andextensive personal computer and phone usage. Travel may be required. May be required to workoccasional nights and/or weekends. The employee is occasionally exposed to weather.