Administrative Assistant 2 #00037235-23100, Full-Time, Perm in Santa Fe, NM

About the role

The First Judicial District Court is recruiting for one full-time Administrative Assistant 2 position to work in the Family Court Services in Santa Fe, New Mexico.

General Statement of Duties

Acting under direct supervision, the Administrative Assistant 2 organizes the administrative activities of an office or special program, provides customer service, and performs clerical or administrative duties. Examples of job duties include:

• Preparing documents, performing data entry, electronically filing documents, making copies, and mailing or disseminating records.
• Serving as a Court Monitor, attending court proceedings and ensuring there is an audible recording of judicial proceedings, and receiving, maintaining, and processing court exhibits.
• Administering courtroom technologies for court proceedings.
• Drafting, proofreading, editing, disseminating, and documenting, and managing the timely processing of documents, correspondence, and records.
• Scheduling and maintaining a docket or calendar of deadlines and appointments.
• Managing and coordinating the timely processing of documents, correspondence, and records.
• Managing and tracking information and data using electronic databases.
• Managing and routing files and information to the appropriate destination.
• Answering telephones, providing customer service, and greeting visitors.
• Providing support to judges and staff, and coordinating and scheduling meetings, facilities, training, testing, vehicles, travel, staff, videoconferencing, and teleconferences.
• Taking minutes and providing support to facilitator committees and staff.
• Compiling and preparing statistical reports or analyses.
• Maintaining accurate files and records.
• May act as site coordinator to coordinate services with outside vendors.
• Supporting Hearing Officers, departments, and/or court administration.
• May provides notarization services.
• May develop and maintain filing systems.
• Acts as a liaison between committees, the public, other public entities, court personnel, litigants, and/or attorneys.
• Receipts, balances, reconciles, and distributes incoming monies.
• Coordinates, tracks, oversees, and schedules special program events, program participants, and/or program contracts.
• Assists in the smooth and efficient office operations.
• Orders supplies and ensures equipment is maintained.
• Performs records maintenance and management to include the retention or destruction of records.
• May assist in the courtroom or with court programs.
• Other duties as assigned.

Competencies/Qualifications

The successful applicant should demonstrate knowledge of customer service practices, establishing priorities and meeting deadlines, managing multiple projects concurrently, preparing and organizing documents and correspondence, maintaining accurate files and records, general office practices, basic understanding of conflict resolution techniques, excellent oral and written communications, time management, attention to detail, strong organizational skills, knowledge of office management systems, working knowledge of office equipment, ability to use MS Office, and general administrative activities.

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 drivers 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.

Benefits

● Medical/Dental/Vision/Rx, Short and Long Term Disability Insurance Programs, employee assistance program (EAP) [http://www.mybenefitsnm.com/]

● State paid life insurance, supplemental and dependent life insurance

● Optional flexible spending accounts for medical, day-care, and travel expenses

● Paid time off, up to eight (8) weeks

● Eleven (11) paid holidays

● Up to 12 weeks of paid parental leave

● Deferred Compensation 457(b) plan

● Lifetime Defined Benefits Retirement Plan [http://www.nmpera.org/]

● Flexible work schedules and alternative work locations*

● Free health care, Rx, lab work at facility (Stay Well Health Center) in Santa Fe, NM

● Bilingual compensation*

● Training and career development opportunities

● Higher education opportunities and educational leave

● May qualify for the Public Service Loan Forgiveness Program (PSLF)

● May receive overtime holiday or shift differential pay*

● May receive physical fitness leave*

● What are your benefits worth? Click here to find out *

*These benefits vary by job classification or need.

Qualifications

Education: A high school diploma or GED.

Experience: Three (3) years of experience providing administrative, secretarial, or clerical support, providing customer services, answering phones in an office environment, working at a front desk, handling money in office environment, and/or a related field.

To Apply

To apply, submit a NM Judicial Branch Employment Application or a Resume and Resume Supplemental Form, and proof of education must be received by mail, email or hand delivered to:

• First Judicial District Court
• Human Resource Office
• Attn: Nicole Salazar
• 225 Montezuma Ave
• P.O. Box 2268
• Santa Fe, NM 87504
• 505-455-8214

Application Forms

Microsoft Word Format: NM Judicial Branch Employment Application

Adobe PDF Format: NM Judicial Branch Employment Application

Microsoft Word Format: Resume Supplemental Forms

Adobe PDF Format: Resume Supplemental Forms

Proof of Education Required.

EQUAL OPPORTUNITY EMPLOYER