Overview
Legal Assistant – Litigation Jobs in Columbia, TN at Hughes & Coleman, PLLC
COURT ADMINISTRATOR
FT/REGULAR
EXEMPT – LEVEL 10
SALARY: $24.33
GENERAL DEFINITION: The primary responsibility of this position is to ensure effective and efficient operation of the judicial system which involves overseeing the administrative functions of the Zuni Tribal Court, budget management, and implementing policies that enhance the court’s service to the public.
SUPERVISION RECEIVED: Work is performed under the general supervision of the Chief Judge.
SUPERVISION EXERCISED: No supervisory duties. On occasion, will supervise interns.
DUTIES:
Analyze and organize administrative operations and procedures.
Monitors operation of programs and services to ensure compliance with statutes, laws and established court policy and procedures, and to ensure effective and efficient program operations.
Plans, directs, coordinates and administers planning of court matters, office activities, prepares meetings, work schedules and events to ensure adherence to organizational standards, policy and procedures.
Assists in establishing program goals, objectives, and priorities and implementation of administrative policies and procedures to ensure office productivity.
Conducts research in matters concerning law activities, including gathering, compiling, analyzing and evaluating data to determine the effectiveness of court activities.
Ensures Court Clerks adhere to records retention, protection, retrieval, transfer and disposal policies.
Manages and administers fiscal management operations.
Prepares and oversees contract management.
Assists supervisor in the preparation of budgetary estimates and subsequent administration of budgetary allocations and budget revisions.
Maintain an annual budget comparison chart and prepare other review documents to assist the supervisor in budget preparations and budget reports to the Zuni Tribal Government, Bureau of Indian Affairs, and Grant Funding Sources.
Prepares, reviews, and analyzes budgets and reports for the supervisor. Maintains budgets (e.g., BIA 638, Approved Grant Funding Sources, and General Fund) and updates the Court’s expenditure report quarterly.
Prepares and monitors program contracts, agreements and grants to sustain programs and operations to ensure fiscal responsibility.
Maintain an accurate and current cuff accounts of financial transactions, payment vouchers, purchase requisitions, travel expenses, etc.
Property control and inventory of all court’s assets. Procures goods and services for the program within the Zuni Procurement Policy.
Processing purchase requisitions for services, equipment, materials, and supplies to ensure adequate stock levels are maintained.
Directs services such as maintenance, repair, and replacement schedule of computers and office equipment.
Researches, compiles, and organizes information on project-specific grant opportunities and unsolicited requests for proposals (RFPs).
Prepares and develops contractual agreements for Pro-Temp Judges, Guardian Ad-Litem’s (GALs), Competency Evaluation Specialists and Court Interpreters.
Deposits court payment collections to Tribal Finance weekly.
Monitors Grants and Contracts and efficient use of resources.
Oversee development opportunities including Grants, Contributions and other funding sources and responsible for implementation and reporting/compliance of all funding sources.
Serves as the point of contact with the grant officer. Prepares and monitors grants, proposals, and other contractual agreements to acquire additional funding for program activities and operations.
Oversee grant reporting requirements, in-kind tracking, and reporting to supervisor and meeting grant deadlines.
Perform annual reports and complete project reports semi-annually regarding the operation and administration of the programs and as required by the grant sources.
Submits budget formulation requests to the funding agency on a yearly basis.
Execute timekeeping clerical duties to maintain attendance records for personnel.
Prepare and process timesheets for staff.
Compile and post employee timekeeping data and manage hours clocked.
Maintain and manage timekeeping records of employees.
Analyze and evaluate timekeeping issues.
Reconciles leave records for accuracy.
Oversee the management of all court automated system and technology to ensure the continuation of services to the public and the court.
In conjunction with the IT Department, develops and administers information technology systems with courts management systems.
Manage the court operating procedures of data in the court systems and network in cooperation with the IT Department.
Develop and implement the court’s security information procedures and information systems policies, procedures, and controls to ensure data accuracy, security, and legal and regulatory compliance related to court documents, use, support, safety, and backup.
Works with IT Department for any scheduled maintenance services for Court Systems.
Performs other related duties as directed.
Assist support staff with duties as needed and can be cross-trained in all areas of the court.
MINIMUM QUALIFICATIONS
KNOWLEDGE, SKILLS, AND ABILITIES: Ability to understand and practice positive customer relations. Ability to perform in Court Clerk duties and secretarial work to organize information and prioritize work to departmental goals. Ability to manage multiple projects. Ability to think and act appropriately and proactively without immediate supervision; taking the initiative to accomplish anticipated tasks or needs is a plus. Ability to complete work thoroughly and accurately. Ability to compose general correspondence and specialized documents. Ability to successfully and effectively function under multiple deadlines and task timelines. Ability to understand and follow oral and written instructions. Ability to communicate effectively verbally and in writing. Ability accept confidentiality as a strict condition of employment. Knowledgeable in administrative skills including the process of planning, organizing, directing, evaluating, and coordinating. Knowledgeable of policies and procedures pertinent to the Tribal Courts and related Programs. Knowledge of principles and practices of Court administration. Knowledge of the organization, functions, responsibilities and limitation of a court system. Knowledge of court system, courtroom procedures, legal documents, and applicable tribal, state and federal laws pertaining to tribal courts. Knowledge of modern office practices and procedures in business communications and arithmetic. Knowledge of principles and practices of effective management and supervision. Knowledge of personnel policies and procedures for the Pueblo of Zuni and become familiar with funding agency requirements and working closely with funding agencies to administer grant applications or requests. Knowledge of basic accounting and records management. Skilled in budget administration including budget preparation, monitoring and reporting. Skilled and proficient in using software applications, such as Microsoft Word, Excel, and Power Point and other court management systems. Work effectively with the public, tribal employees and maintains confidentiality and is able to address any court-related issues confidentially and professionally.
TRAINING AND EXPERIENCE: Bachelor’s degree in Public Administration, Business Administration Criminal Justice or related field and at least three (3) years of progressively responsible experience in legal system, court operations, administration, management and/or finance.
OR
An equivalent combination of relevant education and experience may be considered in lieu of education and years of experience.
LICENSE AND CERTIFICATION: Must possess a valid New Mexico Driver’s License with no DWI/DUI convictions within the past three (3) years. Must be insurable through the Zuni Tribe’s vehicle insurance policy and maintain such insurability throughout the duration of employment. Must not have any felony or misdemeanor convictions particularly involving dishonesty or moral turpitude. Driving is an essential part of duties for training purposes.
Must apply to become a Notary Public for the State of New Mexico within one year of employment
PHYSICAL DEMANDS: The work is sedentary. Typically, the employee may sit comfortably to do the work. However, there may be some walking, standing, bending, carrying of light items, driving an automobile, etc. Regular exposure to favorable conditions such as those found in a normal office. Must be able to handle stressful situations and provide effective customer service.
SPECIAL WORKING CONDITIONS: This position is subject to pre-employment drug testing. The position is Safety Sensitive and will be subject to random drug screening for duration of employment. Must undergo and successfully pass a thorough character background check and FBI Fingerprint Check. Must be able to work beyond regular hours of work when required. Requires operable telephone and reliable transportation. Must be able to handle stressful situations and provide effective customer service.
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Title: Legal Assistant – Litigation
Company: Hughes & Coleman, PLLC
Location: Columbia, TN
