Administrative Clerk II (Tribal Court)
Job Class: Administrative Clerk II
Department: Tribal Court
Type of Position: Non-Exempt
Location of Work: Juneau, Alaska
Covered Position: Yes
Salary Grade(s): 5
Prepared by: D. O’Gara
Hours of Work: 8:00 a.m. – 4:30 p.m.
Employment Category: ¾ Time or Regular Full-Time
Assist with the daily program operation in accordance with established court operations, policies and procedures. Provide technical and administrative assistance to the Clerk of the Court, Judges, youth families and other involved parties having business with the court. Under general supervision, Administrative Clerk II work independently to provide a full range of clerical support of average difficulty as assigned or defined by established procedures.
Reports To: Presiding Judge
Liaison To: N/A
• Provide a full range of reception services. Respond to requests for information from the public or employees by answering the phone, greeting the public, mailing program information, and making referrals.
• Pick up, receive, open, date stamp, and deliver mail and/or other materials.
• Update files, and maintain a variety of records such as addresses, telephone numbers, vacation schedules, attendance and timesheets, numerical logs, ledgers, and client files.
• Photocopy documents, collate, assemble, and distribute materials.
• Type or produce reports or correspondence utilizing word processing, spreadsheet, and other business software.
• Receive, review, and compare documents, forms, petitions or motions for completeness and accuracy.
• Responsible for follow-up work to ensure all applications are complete with all necessary data and supporting documents.
• Perform complex data entry tasks for which there is a moderate variation of formats and procedures and with general instructions for coding and entering data; check and correct entry for input errors.
• Gathers and records statistical information for reporting purposes.
• Assist with travel arrangements as necessary.
• Prepares and assembles large mail-outs of program materials.
• Assists prospective clients and co-workers by explaining steps, appropriate forms, procedures, and program requirements for transactions, services, and other program activities.
• Monitor and maintain office supplies and materials.
• Assist with maintaining data base for program.
• Assists in scheduling and general set up tasks for meetings in local communities as requested.
• Assist with special projects as assigned.
• Other related duties as assigned.
DECISION MAKING AUTHORITY
Spending Authority: N/A
Other Authority: N/A
NECESSARY SKILLS AND KNOWLEDGE
• Proficient in MS Office programs and familiar with databases.
• Knowledge of court procedures and policies, legal document, legal terminology, laws, and legal functions pertaining to the court.
• Ability to communicate and deal effectively with disruptive or unruly clients.
• Ability to work independently and perform clerical assignments with moderate direction.
• Ability to read, comprehend, explain, and apply written procedures.
• Working knowledge of business practices, correspondence and typing formats, including correct English grammar, spelling, and punctuation.
• Working knowledge of filing and record keeping systems.
• Familiarity with Tlingit, Haida, and Tsimshian cultures.
MINIMUM QUALIFICATIONS (education, experience, skills)
• High School Diploma or GED,
• 1 year of experience (paid or volunteer) performing duties related to office or clerical support.
• Minimum typing speed of 40 words per minute.
• Valid Drivers License (may be a requirement for some appointments.)
PREFERRED QUALIFICATIONS (education, experience, skills)
• Certified completion of computer training for entire MS Office Suite programs.
UNUSUAL PHYSICAL REQUIREMENTS OR RESTRICTIONS
The majority of work is performed in a professional office setting and is generally sedentary, requiring routine walking, standing, bending, and carrying of items weighing less than 40 lbs. Travel on small aircraft or ferry may be required.
CONDITIONS OF HIRE:
• All employment at Tlingit & Haida is “at will”. This means that the employee or Tlingit & Haida may terminate employment at any time and for any reason. Unless specified in writing, no term of employment is expressed or implied for this position
• Tlingit & Haida is a no tolerance workplace. All regular employees must pass an initial and random drug and alcohol screening to be eligible for and maintain employment.
• Tlingit & Haida requires a criminal background check for the safety of our clients. All employment offers are conditional until Tlingit & Haida has received a Federal criminal background check verifying eligibility to work in these programs.