Deputy Court Clerk

Job DetailsJob Location: Miami, OK 74354Position Type: Full-TimeEducation Level: 2 Year DegreeTravel Percentage: Up to 25%Job Shift: DayJob Identification:   Position Title: Deputy Court Clerk Status: Non-Exempt Location: Ki-Ho-Ta Center Departments: Quapaw Nation Court Reports to: Court Clerk Work Schedule: Full Time Safety Sensitive: Yes* Driver’s license required: Yes Position Summary: The Deputy Court Clerk assists in the daily administration and operation of the Quapaw Nation Tribal Court by providing clerical, administrative, records management, case processing, and customer service support. This position is responsible for maintaining court records; processing, filing, and distributing legal documents; assisting with court proceedings and case management activities; collecting court fees and fines; and providing information regarding court procedures and services. The Deputy Court Clerk serves as backup to the Court Clerk and may perform the Court Clerk's duties in their absence, as authorized, to ensure continuity of court operations. This position works closely with Judges, the Court Clerk, attorneys, law enforcement personnel, tribal citizens, and the public to ensure the efficient, accurate, and professional operation of the Tribal Court. This position requires a high degree of confidentiality, attention to detail, sound judgment, and compliance with applicable court policies, procedures, and legal requirements.   Essential Job Functions: Assist the Tribal Court Clerk in the daily administration and efficient operation of the Tribal Court. Assist Judges with court proceedings, case management, scheduling, assigned dockets, court calendars, and the preparation of writs, processes, orders, and other legal documents. Maintain court calendars, prepare case files for hearings and proceedings, and record and prepare court minutes and proceeding summaries. Prepare, process, and distribute court orders, probation orders, sentencing documents, summonses, notices, licenses, and other court-related documents and correspondence. Accept, review, file, and process legal documents related to civil, criminal, traffic, juvenile, and other court matters in accordance with applicable procedures and requirements. Enter pleadings, processes, proceedings, and related information into court docketing, case management, and database systems while maintaining accurate electronic and physical records. Maintain, organize, retrieve, update, and safeguard official court records and files, ensuring the confidentiality of sensitive information. Conduct computerized searches of case information, court records, and related documentation. Provide courteous and professional customer service to tribal citizens, attorneys, litigants, and the public. Assist visitors by answering general inquiries, providing approved court forms, and explaining court procedures and policies without providing legal advice or recommending legal representation. Answer, screen, and direct telephone calls; transfer calls; take messages; and respond to routine inquiries in a professional manner. Collect fines, fees, court costs, and other payments, maintaining accurate receipts and records in accordance with court policies and procedures. Perform basic bookkeeping, financial recordkeeping, copying, certification, mail processing, and other administrative functions necessary for court operations. Administer oaths and affirmations as authorized. Maintain clear, timely, and professional communication with judges, court staff, and coworkers regarding court activities, operational updates, and case-related matters to promote continuity of operations and effective service delivery. Maintain appropriate professional boundaries by providing program-related information and referrals without offering legal advice or recommending legal representation. Process and issue marriage licenses in accordance with applicable tribal laws, regulations, policies, and procedures, ensuring accurate documentation, recordkeeping, and compliance with all requirements. Perform other related duties as assigned.   Non-Essential Job Functions: Attend meetings, seminars, workshops, and training sessions as required to support professional development and program objectives. Assist with special projects.     QualificationsJob Specifications: Knowledge, Skills, and Abilities: Strong organizational, time management, and multitasking skills, with the ability to manage multiple priorities effectively in a fast-paced environment. Excellent verbal and written communication skills, complemented by strong interpersonal and customer service abilities and a professional, courteous, and positive attitude. Ability to establish and maintain effective working relationships with judges, attorneys, law enforcement personnel, court staff, and the general public. Demonstrated ability to maintain confidentiality, exercise sound judgment, and handle sensitive information with discretion. Ability to work independently and collaboratively in a team-oriented environment while maintaining regular attendance and punctuality. Knowledge of legal terminology, court procedures, judicial processes, records management practices, and legal document preparation and review, including the ability to ensure accuracy, completeness, and compliance with applicable court rules and filing requirements. Proficiency in Microsoft Office Suite, court database systems, case management software, and other general office technology. Strong typing, data entry, recordkeeping, research, and professional writing skills, with a high degree of accuracy, attention to detail, and the ability to maintain organized records and documentation. Basic knowledge of accounting, bookkeeping, budgeting, and general business management principles. Must successfully pass a tribal background investigation and drug screening. Must maintain a valid driver’s license in good standing and qualify under the Quapaw Nation Motor Vehicle Policy. Experience: Previous experience in clerical, legal support, court administration, or a related field is preferred. A combination of education, training, and directly related professional experience may be considered.         Education: High school diploma or equivalent is required. Associate degree in Criminal Justice, Legal Studies, Business Administration, or a related field is preferred. Paralegal Certification or Court Clerk training is preferred.   Physical Abilities: Ability to sit or stand for extended periods and perform tasks that require reaching above shoulder level. Ability to push, pull, squat, kneel, bend, and safely lift and carry up to 25 pounds. Visual acuity sufficient to perform essential job functions, with or without reasonable accommodation. Ability to travel occasionally for meetings, training, seminars, or professional development opportunities.   Working Conditions: Work is performed in an office environment with no unusual or disagreeable conditions. Maintain professionalism, confidentiality, and cultural sensitivity while working in a diverse environment.   Disclaimers: This job description encompasses and describes most but not all tasks and responsibilities of the job. The management reserves the right to change the nature of the job and the job description with or without prior warning, as well as to give special consideration to circumstances related to the essential job functions on a case-by-case basis. The incumbent may be required by the management to perform other duties as assigned.   This job description does not constitute a contract for employment and may be changed at the discretion of the employer. PLEASE NOTE: Hiring preference in the following order will be provided to qualified members of the Quapaw Nation followed by spouse and caregivers of Quapaw Nation members and then other federally recognized Nations and then Veterans. The Quapaw Nation requires a designated candidate to successfully complete a pre-employment drug screen, criminal background check and confirmation of professional references.   *The Quapaw Nation will not observe a medical marijuana card for any position deemed safety sensitive in accordance with the Oklahoma Medical Marijuana and Patient Protection Act (Unity Bill).