Administrative Assistant 3 #00054854-24100, Full-Time, Term in Farmington, NM

General Statement of Duties

The Administrative Assistant 3 – Appellate (At-Will) 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.
• Covers meetings, facilities, training, testing, vehicles, travel, staff, video conferencing and teleconferencing.
• Answers telephones, provides customer service and greets visitors.
• Demonstrates conflict resolution and de-escalation while providing customer service.
• Maintains and tracks information and data using electronic databases.
• Compiles and prepares statistical reports, certificates, fliers, brochures, and business cards.
• May develop presentations.
• Manages and routes files, information, mail, and records to appropriate destination.
• Maintains and tracks program participants.
• Prepares, maintains and purges customer files, which may include confidential information.
• 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.
• May develop and maintain filing systems.
• 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.

Competencies/Qualifications

• Advanced knowledge of customer service and office management practices.
• Project management techniques.
• General office practices.
• Establishing priorities and deadlines.
• Maintaining accurate files and records.
• 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.
• 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 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.

Benefits

• Medical/Dental/Vision/Rx, Short, and Long Term Disability Insurance Programs, employee assistance program (EAP)
• State paid life insurance, supplemental and dependent life insurance
• Optional flexible spending accounts for medical, day-care, and travel expenses
• Paid vacation and sick leave 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
• Flexible work schedules and alternative work locations
• Free health care, Rx, and lab work at the facility (Stay Well Health Center) in Santa Fe, NM
• Bilingual compensation
• Training and career development opportunities
• Higher education opportunities, educational leave, and tuition reimbursement
• May qualify for the Public Service Loan Forgiveness Program (PSLF)
• May receive overtime holiday or shift differential pay

Qualifications

• Minimum Qualification: A high school diploma or GED.
• Experience: Four (4) 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.
• 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 a Judicial Branch Application for Employment or a Resume with a Resume Supplemental form, along with proof of education by 5:00 p.m., Friday, July 24, 2026 to:

• Eleventh Judicial District & Magistrate Courts Human Resources
• 103 S Oliver Drive
• Aztec, NM 87410
• Fax: 505-334-7762
• Email: 11thjdchr@nmcourts.gov
• Proof Of Education Required.

EQUAL OPPORTUNITY EMPLOYER