**POSITION FOR INTERNAL CANDIDANTS ONLY** Administrative Assistant 3 #00054659-24300, Full-Time, Perm in Los Lunas, NM

Administrative Office of the Courts – Business Unit: 24300
Internal candidates only
Full-time, permanent position in Los Lunas, NM

About the role

Acting under general direction, work as personal staff to a Supreme Court Justice on the administrative activities of an office or special program, provide customer service, coordinate projects, and perform clerical or administrative duties.

Responsibilities

• Plan, organize, and coordinate day-to-day and long-term projects and activities
• Prepare procurement requests and bids/quotes
• Prepare and distribute materials, documents, copies, agendas, and minutes
• Perform data entry, electronically file documents, make copies, and mail or disseminate records
• Draft, proofread, edit, disseminate, and manage the timely processing of documents, correspondence, and records
• Maintain rosters for committees or groups
• Serve as a liaison with other court staff, state agencies, and the public, and provide assistance as requested
• Docket or calendar hearings, deadlines, and appointments
• Coordinate and schedule meetings, facilities, training, testing, vehicles, travel, staff, video conferencing, and teleconferences
• Answer telephones, provide customer service, and greet visitors
• Demonstrate conflict resolution and de-escalation while providing customer service
• Manage and track information and data using electronic databases
• Compile and prepare statistical reports, certificates, fliers, brochures, and business cards
• Develop presentations
• Manage and route files, information, mail, and records to appropriate destinations
• Monitor, track, refer, and orient program participants
• Prepare, maintain, and purge customer files, which may include confidential information
• Coordinate employee identification, security access, and validate parking
• Serve as a liaison between committees, the public, or other judicial entities
• Serve as a liaison to attorneys for assigned cases
• Provide notarization services
• Develop and maintain filing systems
• Assist with budget or legislative projects
• Track and prepare travel or other reimbursement requests
• Coordinate services with outside agencies
• Receipt, balance, reconcile, and distribute all incoming monies
• Train employees in day-to-day procedures and office functions
• Develop or analyze procedures as needed
• May be assigned supervisory duties under the mentorship of a supervisor or manager
• Research and prepare 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
• Prepare orders (e.g., pre-trial, temporary restraining, show cause, Rule 1-016 Scheduling Orders, orders of protection, civil restraining orders, and transport orders)
• Prepare referrals to support programs such as settlement facilitations, advisory consultants, guardians ad litem, etc.
• Screen petitions for domestic violence/civil cases
• Train and mentor new Administrative Assistants and other court staff
• Manage a Judge or Justice’s chambers and chamber functions that support the court, including maintaining and monitoring the chamber’s docket and/or calendar
• Prepare court files, schedule conferences, and circulate or file appellate opinions to comply with court procedures
• Other duties as assigned

Requirements

• Advanced knowledge of customer service and office management practices
• Project management techniques
• General office practices
• Establishing priorities and deadlines
• Managing multiple projects concurrently
• Preparing and organizing documents and correspondence
• Maintaining accurate files and records
• Basic understanding of conflict resolution techniques
• Excellent oral and written communication skills
• Time management and 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 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
• Regular interaction with co-workers, clients, the public, judges, and justices

Qualifications

Minimum Qualifications:

• Education: A high school diploma or GED
• Experience: Four (4) years of experience providing administrative, secretarial, or clerical support, customer service, answering phones in an office environment, working at a front desk, handling money in an 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.

Pay

$25.77 per hour or $53,601.60 annually

Benefits

• Medical, dental, vision, and prescription insurance
• Short-term 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, prescriptions, and lab work at the Stay Well Health Center in Santa Fe, NM
• Bilingual compensation (varies by job classification or need)
• 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 (varies by job classification or need)