Business Specialist II #00039282-21800 Full-Time, Perm in Santa Fe, NM

About the role

The Administrative Office of the Courts is recruiting for a full-time, permanent Business Specialist II position in the Human Resources Department in Santa Fe, NM.

Responsibilities

• Drafts, creates, proofreads, edits, and distributes documents, reports, PowerPoint presentations, correspondence, agendas and minutes for meetings.
• Answers telephones, provides customer service and greets visitors.
• Utilizes the case management system to perform basic functions necessary for researching of case information.
• Procures office supplies, fixed assets, and inventory.
• Serves as a liaison with judges, court staff, law enforcement agencies, state agencies, and the public.
• Calls for repairs of equipment and arranges for its disposal.
• Communicates changes in processes, rules, and systems to other employees.
• Reviews applications, evaluates applicant’s skills and makes recommendations regarding applicant’s qualifications.
• Schedules interviews, checks references, and completes background checks.
• Uses electronic databases to manage and track information and data.
• Compiles, analyzes, and prepares statistical reports.
• Ensures compliance with judicial branch, financial and/or human resources policies and procedures.
• Presents or develops training programs, prepares employment letters, employee files, and completes human resources forms.
• Prepares and submits administrative, financial, business or human resources documents and reports.
• Tracks capital inventory for a division or court and keeps current records of fixed assets.
• Provides assistance with administrative, budget, human resources, operational, or legislative projects.
• Aids external auditors and prepares documentation for financial audits.
• Participates in creating and implementing specialized projects in the area of human resources, which may include but are not limited to, Equal Employment Opportunity (EEO), Employee Relations, Training, Performance Appraisals, Investigations and Compensation Analysis.
• Develops and administers customized reports to identify trends, correlations, and insights.
• Coordinates recruitment efforts and job postings and makes recommendations regarding applicant’s qualifications.
• Maintains filing systems and archives personnel actions, records, and/or other documents.
• Manages or administers employee information, pay data, position changes, or reclassifications, new or changed positions and various human resources transactions utilizing the automated human resources system.
• Administers and audits payroll processes, pay vouchers, direct deposit, and related corresponding queries and reports to ensure accuracy.
• Tracks and prepares travel or other reimbursements.
• Aids with appropriation requests, operating budgets, supplemental budget requests, and/or budget adjustment requests.
• Aids with the procurement process, which may include Request for Proposals (RFPs) and contract management.
• Performs accounting or fiscal functions and assists with the preparation of the courts annual operating budget.
• Interacts calmly and professionally with irate individuals.
• Provides customer service information by providing general procedural information without giving legal advice.
• Prepares, processes, and posts vouchers, operating transfers, encumbrances, warrants and warrant cancellations.
• Reviews, interprets, and/or provides guidance on governmental employment regulations including but not limited to Family Medical Leave Act (FMLA), Fair Labor Standards Act (FLSA), Workers’ Compensation, and the Americans with Disability Act (ADA).
• Logs and reconciles bank statements to daily receipts and monthly reports, and assists with bookkeeping functions.
• Prepares unclaimed property reports and operating transfers for unclaimed property.
• Conducts and/or processes new employee orientations, terminations, payroll and employee benefits.
• Provides guidance and assistance regarding progressive disciplinary matters.
• May be assigned supervisory duties under the mentorship of a supervisor or manager.
• Acts as IT site coordinator and maintains website.
• Troubleshoots IT and equipment problems and provides technical assistance.

Qualifications

• Education: Bachelor’s degree from an accredited college or university in Public or Business Administration, Finance, Accounting or a directly related field.
• Experience: Two (2) years of experience in office administration, public administration, banking, human resources, accounting or a directly related field.

Skills

• Knowledge of office management and administration.
• Basic accounting, auditing, and reconciliation practices and procedures.
• Human resources practices, principles, and techniques.
• Auditing procedures and practices.
• Purchasing and procurement processes.
• Governmental processes.
• Cash management.
• Contract management.
• General budgeting and fiscal management.
• Business administration and management principles.
• Strategic planning.
• Coordination of people and resources.

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
• May receive physical fitness leave

Pay

$24.983 - $31.229 per hour or $51,964.64 - $64,956.32 annually

Schedule

Nights, weekends, holidays, and overtime may be required.