Administrative Assistant 2

Business Unit: 23200

Administrative Assistant 2 #10107978-23200 Full-Time, Term, in Albuquerque, NM

# of Positions: 1

Opening Date: 03-18-2025 - Close Date: 04-01-2025

Job Pay Range: HH: $21.106 - $42.211 per hour OR $43,900 - $87,799 annually

Target Pay Range/Rate: $21.106 - $26.382 per hour OR $43,900 - $54,875 annually

The Second Judicial District Court is recruiting for a full-time, term, Administrative Assistant 2 position #10107978-23200 for the Judicial Supervision and Diversion Programs in Albuquerque, New Mexico. The working days/hours are Monday through Friday 8:00 a.m. - 5:00 p.m. (subject to change or as assigned). GENERAL STATEMENT OF DUTIES: Acting under general direction organize the administrative activities of an office or special program, provide customer service, coordinate projects and perform clerical or administrative duties. Acting under the general direction of the court’s Judicial Supervision & Diversion Programs (JSDP) division, in a fast-paced, dynamic, and supportive setting, the Administrative Assistant II will be a member of the Pretrial Services Program’s Intake Unit. This position is responsible for expert customer assistance and frequent, clear communication with internal staff, members of the public, and program participants. This position utilizes multiple administrative and program-related software/office applications to support and complete business processes across all JSDP programs and units. This position performs within a team-oriented division that is committed to advancing the administration of justice and helping impact community safety and health. Finalist(s) may be subject to criminal background checks.

EXAMPLES OF JOB DUTIES

The Administrative Assistant 2 – 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.

Coordinates and schedules meetings, facilities, training, testing, vehicles, travel, staff, video conferencing and teleconferences.

Answers telephones, provides customer service and greets visitors.

Demonstrates conflict resolution and de-escalation while providing customer service.

Manages and tracks information and data using electronic databases.

Compiles and prepares statistical reports, certificates, fliers, brochures, and business cards.

Manages and route files, information, mail, and records to appropriate destination.

Monitors, tracks, refers and orients program participants.

Prepares, maintains and purges customer files, which may include confidential information.

Coordinates employee identification, security access, and validates parking.

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.

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.

Other duties as assigned.

COMPETENCIES/QUALIFICATIONS
The successful applicant should demonstrate advanced knowledge of customer service and office management practices. Project management techniques, data collection methods, general office practices, establishing priorities and deadlines; managing multiple projects concurrently, preparing and organizing correspondence precisely, maintain accurate files and records, basic legal terminology; supervisory techniques,; mediation and managing conflict.

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.

This job description is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions performed

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

Paid time off and retirement buyback

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, 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*

*These benefits vary by job classification or need*

QUALIFICATIONS

Education: A high school diploma or GED.

• Education Substitution: None.

• Experience: Four (4) years of experience in a secretarial, clerical, or 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 New Mexico Judicial Branch Application for Employment, or a Resume and a Resume Supplemental form and proof of education to 2ndjobapply@nmcourts.gov or to the following address:

STATE OF NEW MEXICO

SECOND JUDICIAL DISTRICT COURT

HUMAN RESOURCE OFFICE

400 Lomas Blvd. NW (Third Floor/Room 325)

Albuquerque, NM 87102

PROOF OF EDUCATION IS REQUIRED

The Second Judicial District Court is an Equal Opportunity Employer and applicants selected for an interview must notify the Human Resource Division of the need for an accommodation.

EQUAL OPPORTUNITY EMPLOYER