Tribal Court Clerk

COWLITZ INDIAN TRIBE•Ridgefield, WA

1d•Onsite

About The Position

Under the direction of the Court Administrator, performs a wide variety of technical recordkeeping, customer service, and clerical duties in support of the Cowlitz Tribal Court in accordance with the Cowlitz Tribal laws and applicable Washington State Court Rules, and court policies and procedures. Provides accurate direction, information, assistance, and technical support to court users including, but not limited to, tribal members, defendants, victims, attorneys, law enforcement, community partners, the public, and other agencies. Deals with sensitive and confidential information which requires a high level of confidentiality in daily work. Helps strengthen Cowlitz tribal sovereignty by complying with applicable laws and tribal codes, customs and traditions while striving to honor and advance the mission, vision, and values of the Cowlitz Indian Tribe and its Tribal Court System. This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Requirements

High school diploma or G.E.D.
Two (2) years of clerical experience in a legal or court setting; experience in a Municipal, District, or Tribal court is preferred.
Experience working with court case‑management systems is preferred.
Any equivalent combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential functions will be considered.
Valid driver’s license is required when driving vehicles for work-related purposes.
Must be able to successfully pass a background screening / investigation according to the established requirements below.
Knowledge of court practices, procedures, and legal terminology in both municipal and tribal court.
Knowledge of principles and practices of court operations, including court procedures, legal terminology, and case‑processing standards.
Knowledge of laws, rules, and regulations pertaining to the criminal justice system, including relevant portions of the Cowlitz Tribal Code, court rules, and public disclosure/records laws.
Skill in record‑keeping practices, filing systems, and basic governmental accounting principles related to receipting and balancing court revenues.
Skill in modern office practices, including operation of computers, case‑management systems, videoconferencing platforms (e.g., Zoom), and standard office equipment.
Skill in Microsoft Office applications (Word, Excel, Outlook), email, and database software for case management, reporting, and correspondence.
Skill in providing trauma‑informed, culturally responsive customer service to diverse communities, including Tribal members and individuals experiencing behavioral or mental health or substance use challenges.
Skill in operating case‑management and financial systems with a high degree of accuracy, including data entry, coding transactions, and generating reports as requested.
Ability to use basic research methods for compiling and summarizing information, including statistical and program data related to court operations.
Ability to communicate clearly and effectively, both verbally and in writing, with people of diverse social, cultural, ethnic, and lifestyle backgrounds, including those who may be under stress.
Ability to provide excellent customer service with frequent interruptions while maintaining accuracy, professionalism, and confidentiality.
Ability to anticipate problems, develop contingency plans, prioritize work, and meet deadlines while managing multiple competing tasks and changing priorities.
Ability to use sound judgment and discretion in handling sensitive and confidential information and when responding to requests or contentious or emotionally charged situations.
Ability to de‑escalate irate or combative individuals using tact, patience, and respect, and recognize when to seek assistance to maintain safety and decorum.
Ability to work both independently with minimal supervision and collaboratively as part of a team with judges, court staff, internal and external departments or agencies.
Ability to maintain punctual, reliable attendance and perform the essential functions of the job with or without reasonable accommodation.

Nice To Haves

Experience in a Municipal, District, or Tribal court is preferred.
Experience working with court case‑management systems is preferred.

Responsibilities

Provides exceptional customer service to all court users in person, by phone, email, video, and mail both internally and externally.
Assists customers in identifying and obtaining required forms and documents; reviews incoming documents for completeness and compliance with laws, rules, and court policies, and provides resources for corrective action when needed.
Responds to inquiries regarding case status, hearing dates, and court orders while maintaining confidentiality and complying with tribal and federal disclosure and records laws.
Uses de‑escalation and conflict‑management skills to work effectively with individuals who may be irate, distraught, under the influence, or in crisis, while preserving safety and decorum.
Performs routine and complex clerical and technical processing work in support of court operations according to applicable laws, Tribal ordinances, rules, and procedures.
Creates, receives, and files legal documents and exhibits; constructs and organizes case files (electronic and paper) to ensure that they accurately reflect all court proceedings, filings, and activity.
Enters, retrieves, and updates case information in the case‑management system, including infractions, criminal complaints, warrants, orders, sentences, and compliance data.
Prepares court calendars and case files for all court sessions; ensures appropriate documents, pleadings, and prior orders are present; distributes calendars to appropriate parties and follow the Court’s rules and procedures.
Schedules hearings within jurisdictional timeframes under applicable Tribal court rules and Washington State Court Rules; processes continuances and notify all parties of new dates.
Processes mailed and in‑person filings, pleadings, and correspondence; researches issues, route matters for review when required; and makes all necessary docket entries and file notations.
Maintains extensive filing and record‑keeping systems, including archiving closed or sealed cases in accordance with the Tribal record‑retention requirements, and Washington State guidelines where applicable.
Serves as clerk to the Judge during court proceedings; records and logs proceedings, takes detailed minute entries, and ensures the accurate reflection of all court actions and orders.
Begins and maintains video or hybrid (e.g., Zoom) court sessions; operates and monitors digital recording equipment and any streaming or remote‑appearance technology.
Marks, tracks, and safeguards exhibits during hearings and trials; maintains official witness and exhibit records, administers oaths, and assists with jury‑related functions when applicable (e.g., juror notification, polling, verdict reading).
Prepares, processes, and distributes court orders and documents, including warrants, summonses, subpoenas, no‑contact orders, show‑cause notices, commitments, releases, and other orders of the court.
Coordinates, schedules, and logs interpreters for non‑English‑speaking and limited English proficient court participants as needed.
Provides real‑time assistance to the Judge in the courtroom, including managing the docket, calling cases, communicating with counsel, and responding to procedural questions within the limits of court rules and policy.
Serves as a back-up liaison with external agencies and community partners, promoting collaborative problem‑solving approaches consistent with Tribal community values and public safety goals.
Collects, receipts, and balances monies for fines, fees, restitution, bail, and time‑payment agreements; prepares deposits and reconciles tills as needed and in accordance with Tribal Court and Tribal financial policies and guidelines.
Processes payments to other jurisdictions, restitution, and jury payments; coordinates with contracted collection agencies as directed.
Manages warrants and failures to appear, including ordering, issuing, recalling, adjudicating, processing, and reissuing bench warrants as directed by the court.
Assists Court Administrator with case‑flow management, including researching and organizing data, preparing special projects, reports, and studies, and recommending process changes to improve efficiency and access to justice.