Judicial Specialist Supervisor #00037217-23300, Full-Time, Perm in Las Cruces, NM

About the role

The Third Judicial District Court in Las Cruces, New Mexico is recruiting for a full-time permanent Judicial Specialist Supervisor position to support the Third Judicial District Court. Under general direction of the Court Manager, the role oversees the preparation and processing of court documents and financial functions of the Clerk’s Office; assesses, receives, records, reconciles monies, and prepares bank deposits; processes, maintains, and distributes documents, files and case materials; works with public record requests; and performs other duties as assigned.

Responsibilities

• Supervise court functions, including the supervision of at least two (2) or more judicial branch staff members, which may include Judicial Specialist Leadworkers.
• Plan, assign, supervise, and review the work of two (2) or more judicial branch court clerk staff, which may include leadworkers.
• Perform case management functions effectively and efficiently, ensuring court rules and procedures are followed and cases are processed timely.
• Work with staff to ensure state and federal statutes are consistently maintained, case errors are corrected, and case data is accurate.
• Disburse bond payments and trust funds; prepare and maintain bond reports.
• Provide appropriate oversight and management of information services and customer assistance with a high volume of pro se litigants.
• Provide general procedural information without giving legal advice.
• Prepare monthly statistics and case management reports; maintain logs and records of cases.
• Use the case management system to open, docket, and close cases; determine case type/cause of action; assess and receipt filing fees if required; review documents and determine appropriate event codes; enter data; scan documents; link related scanned images; enter closing events, disposition type, and judgment details.
• Use electronic filing to process incoming filings and upload and process court-issued documents.
• Process and expedite orders of protection; set hearings and trials.
• Use the case management system to manage and track cases to ensure compliance with case type appearance dates and sentencing requirements.
• Reconcile billing and invoices from contracted vendors provided for Specialty Court Programs.
• Oversee that all court documents are processed in a timely and appropriate manner.
• Prepare documents for signature; copy, fax, stamp, file documents; process and distribute mail.
• Maintain hard and electronic case files; catalog and maintain exhibits.
• Certify court records and prepare hard copy case files with tape logs and transcripts for microfilming, scanning, archiving, and destruction.
• Process petitions for Trial Court Extensions of time to Proceed to Trial.
• Submit bench warrants and cancellations.
• Assess, receipt, record, reconcile monies; prepare and make bank deposits; ensure proper cash handling procedures are followed.
• Manage accounting functions by accurately applying credits, debits, adjustments and correct financial errors.
• Create and oversee restitution collection for Specialty Court Programs.
• Provide case information to relevant parties, attorneys, law enforcement, and other agencies.
• Oversee the jury administration by reviewing, sorting, and organizing jury summons; process affidavits and excusals while tracking juror statistics and reports.
• Perform research on automated, hard-copy, and microfiche files for case status and provide accurate information.
• Research and analyze case management issues to audit and correct when necessary.
• Respond timely and accurately to requests received by the court regarding the Public Records Act.
• Provide victims with resource and advocacy information.
• Serve as a Court Monitor.
• May serve as a courtroom clerk; produce Instant J&Ss; obtain signatures from the parties/counsel of record, assigned judge; file and distribute.
• Provide support to other magistrate or district courts within the judicial district.
• Develop employee performance plans and appraisals; address concerns and troubleshoot problems within division and among co-workers.

Qualifications

• Education: A high school diploma or GED.
• Experience: Five (5) years of experience in court case processing, a legal secretarial or a related field such as advanced customer service, data processing, and/or banking/financial experience, and two (2) years of supervisory experience.
• 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. Education may not substitute for supervisory experience.
• Supervisory Substitution: Leadworker duties may be considered on a prorated basis for supervisory experience at a rate of one (1) year of performing leadworker duties equals six (6) months of supervisory experience. Assigned leadworker duties include but are not limited to: train, mentor, and develop employees; direct, plan, schedule, assign, and review the work of others; develop or assist in the development of employee performance plans and appraisals; and address concerns and troubleshoot problems. An additional two (2) years of directly related experience may substitute for the supervisory experience provided the incumbent attends the NMJB Supervisory Mentorship Program Training at their earliest opportunity.
• Typing Certification: A typing certification with a typing proficiency score of at least 35 net words per minute may be required from the NM Department of Workforce Solutions. The certification must have been issued within five (5) days of application.
• Certification: May be required to obtain and maintain certification for the National Crime Information Center (NCIC) database and/or the NM Court Monitor Certification Examination.

Skills

The successful applicant should demonstrate extensive knowledge in:

• Case processing in all types of cases
• Auditing case files
• Running reports
• Cash handling procedures
• Legal terminology and phrases
• Filing methods
• Case processing
• Specialty Court Programs
• Appellate, Civil and Criminal Procedures for appropriate court jurisdiction
• Research methodology
• Project management techniques
• Court fee accounting practices and principles
• Court monitoring procedures and equipment
• Local court rules
• Court records maintenance, retention, and destruction
• Municipal, local, state, and federal governmental agencies
• Court Clerk’s Procedures Manual and Code of Ethics
• Court’s and State Language Access Policies, access to the Certified Language International Interpreting Line
• Procurement procedures
• COVID and public health emergency policies and practices
• HR policies and practices
• Conflict resolution
• Proactive communication

Pay

Target Pay Range/Rate: $24.983–$31.229 per hour or $51,964.64–$64,956.32 annually.

Benefits

• Medical/Dental/Vision/Rx coverage
• 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