Administrative Assistant 2 (U)

at  New Mexico Courts

COMPETENCIES/QUALIFICATIONS

The successful applicant should demonstrate advanced knowledge of customer service and office management practices. Project management techniques, data collection methods, general office practices, establishing priorities and deadlines; managing multiple projects concurrently, preparing and organizing correspondence precisely, maintain accurate files and records, basic legal terminology; supervisory techniques,; mediation and managing conflict.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

The following functions are representative, but not all-inclusive of the work environment and physical demands an employee may expect to encounter in performing tasks assigned to this job. Work is performed in an office or court setting. A valid driver’s license and travel may be required. The assigned work schedule may include nights, weekends, holidays, and overtime. The employee must regularly interact positively with co-workers, clients, the public, judges, and justices.

• This job description is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions performed

QUALIFICATIONS

Education: A high school diploma or GED.
-
- Education Substitution: None.
- Experience: Four (4) years of experience in a secretarial, clerical, or related field.
- Experience Substitution: Additional post-secondary education in a related field may substitute for up to one (1) year of experience. Thirty (30) semester hours equals one (1) year of experience.
TO APPLY: Submit Judicial Application or Resume and a Resume Supplemental form and proof of education to:
Eighth Judicial District Court
Attn: Amy Seidel, Human Resources Administrator
105 Albright Street, Suite N
Taos, New Mexico 87571
Phone: 575-751-8600
Email: taodaas@nmcourts.gov

EXAMPLES OF JOB DUTIES

• The Administrative Assistant 2 is responsible for planning, organizing, and coordinating day-to-day and long-term project and activities.
• Prepare procurement requests and bids/quotes.
• Prepares and distributes materials, documents, copies, agendas and minutes.
• Performs data entry, electronically files documents, makes copies and mails or disseminates records.
• Drafts, proofreads, edits, disseminates and manages the timely processing of documents, correspondence, and records.
• Maintains rosters for committees or groups.
• Serves as a liaison with other court staff, state agencies, and the public, and provide assistance as requested.
• Dockets or calendars hearings, deadlines, and appointments.
• Coordinates and schedules meetings, facilities, training, testing, vehicles, travel, staff, video conferencing and teleconferences.
• Answers telephones, provides customer service and greets visitors.
• Demonstrates conflict resolution and de-escalation while providing customer service.
• Manages and tracks information and data using electronic databases.
• Compiles and prepares statistical reports, certificates, fliers, brochures, and business cards.
• Manages and route files, information, mail, and records to appropriate destination.
• Monitors, tracks, refers and orients program participants.
• Prepares, maintains and purges customer files, which may include confidential information.
• Coordinates employee identification, security access, and validates parking.
• Serves as a liaison between committees, the public or other judicial entities.
• Serves as a liaison to attorneys for assigned cases.
• May provide notarization services.
• Provides assistance with budget or legislative projects.
• Tracks and prepares travel or other reimbursement requests.
• Coordinates services with outside agencies.
• Receipts, balances, reconciles and distributes all incoming monies.
• Trains employees in day-to-day procedures and office functions.
• Develops or analyzes procedures as needed.
• May be assigned supervisory duties under the mentorship of a supervisor or manager.
• Researches and prepares documents, correspondence, notices of hearings and orders for judicial officer’s signature including reports/orders to close cases, quash bench warrants, and orders adopting recommendations.
• Prepares orders (e.g. pre-trial, temporary restraining, show cause, Rule 1-016 Scheduling Orders, orders of protection, civil restraining orders, and transport orders);
• Prepares referrals to support programs such as settlement facilitations, advisory consultants, guardians ad litem, etc.
• Screens petitions for domestic violence/civil cases.
• Trains and mentors new Administrative Assistants, and other court staff.
• May be responsible for managing a Judge or Justice’s chambers and chamber functions that support the court, to include maintaining and monitoring chamber’s docket and/or calendar.
• Prepares court files, schedules conferences, and circulates or files appellate opinions to comply with court procedures.
• Other duties as assigned.

The following functions are representative, but not all-inclusive of the work environment and physical demands an employee may expect to encounter in performing tasks assigned to this job. Work is performed in an office or court setting. A valid driver’s license and travel may be required. The assigned work schedule may include nights, weekends, holidays, and overtime. The employee must regularly interact positively with co-workers, clients, the public, judges, and justices.

• This job description is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions performe