Case Management Specialist I, II, or III

Business Unit: 21800

Case Management Specialist I, II, or III #10114459-21800 & #10104659-21800, Full-Time, Term, in Las Cruces, NM

# of Positions: 2

Opening Date: 02-24-2025 - Close Date: 03-10-2025

Job Pay Range: CMS I (FF $17.006 - $34.013/hr), CMS II (GG 18.824 - $37.648/hr), CMS III (HH $21.106 - $42.211/hr)

Target Pay Range/Rate: CMS I (FF $17.006 - $21.258/hr), CMS II (GG 18.824 - $23.530/hr), CMS III (HH $21.106 - $26.382/hr)

The Administrative Office of the Courts (AOC) is recruiting for two (2) full-time, term, Case Management Specialist I, II, or III, positions #10114459-21800 & #10104659-21800 in Las Cruces, New Mexico. GENERAL STATEMENT OF DUTIES: ENERAL STATEMENT OF DUTIES: *Case Management Specialist I: Acting under general direction, utilize advanced case management expertise to assist court customers in navigating the New Mexico courts. *Case Management Specialist II: Acting under general supervision, utilize advanced case management expertise to assist court customers in navigating the New Mexico courts, process court documents, perform judicial procedures with compliance of conditions imposed by courts, including financial sentences. This job classification is for use at the Administrative Office of the Court’s Court Operations Division. *Case Management Specialist III: Acting under general supervision, utilize advanced case management expertise to assist court customers with compliance of conditions imposed by courts, including financial sentences. This job classification is for use at the Administrative Office of the Court’s Court Operations Division. Finalist(s) may be subject to criminal background checks.

EXAMPLES OF JOB DUTIES

The Case Management Specialist I is responsible for providing statewide customer service to a high volume of pro se and represented court customers who are approaching compliance deadlines or who are out of compliance.

Processes, maintains, and distributes documents, files, and case materials and provides statewide customer service providing general information without giving legal advice.

Ensures court rules and procedures are followed as cases are processed.

Uses the case management system to (1) open cases – determine case type/cause of action and assess and receipt filing fee if required; (2) docket cases – review documents and determine appropriate event codes, enter data, scan documents, and link related scanned images; and (3) close cases – determine and enter closing events, disposition type, and judgement details.

Assists customers with obtaining forms, and provides guidance for submission of forms.

Verifies information contained in the electronic record and assists the court customer with steps toward compliance with orders of the court.

Communicates and works with courts regarding compliance measures taken by defendants and follows up to ensure the correct action is taken in accordance with all laws and procedures.

Prepares and processes notices and emails or text reminders of upcoming compliance deadlines.

Researches automated, hard copy and microfiche files for case status data.

Assists in reviewing and auditing case files to determine the accuracy of notices, tax intercept, and collection agency submission.

Provides backup to other court staff as needed.

Other duties as assigned.

The Case Management Specialist II is responsible for providing statewide customer service to a high volume of pro se and represented court customers who are approaching compliance deadlines or who are out of compliance.

Conducts quality assurance reviews of court case data entered such as citation, warrant, financial, and personal identifier data.

Processes, maintains, and distributes documents, files, case materials and provides statewide customer service providing general information without giving legal advice.

Researches automated, hard copy, and microfiche files for case status data, audits case files, reviews research completed by others for accuracy and corrects errors using the case management system.

Assists in reviewing and auditing case files to determine the accuracy of notices, tax intercept and collection agency submission.

Complies with public record requests; assures compliance with the statutory retention schedule.

Assists customers with obtaining forms, and provides guidance for submission of forms.

Verifies information contained in the electronic record and assists the court customer with steps toward compliance with orders of the court.

Communicates and works with courts regarding compliance measures taken by defendants and follows up to ensure the correct action is taken in accordance with all laws, rules, and procedures.

May assist managers statewide in preparing submission files for Tax Refund Intercept Program (TRIP) and Collections, prepare daily compliance call lists, and prepares TRIP and Collections invoices.

Drafts and prepares notices and emails or text reminders of upcoming compliance deadlines.

Prepares and certifies court records, dockets, and correspondence and scans pleadings.

Performs purchasing and reconciles the courts financial transactions.

Other duties as assigned.

The Case Management Specialist III is responsible for communicating and assisting with a high volume of pro-se and represented court customers statewide who are approaching compliance deadlines or are out of compliance.

Conducts quality assurance reviews of court case data entered such as citation, warrant, financial, and personal identifier data.

Seeks solutions to errors or omissions found during the course of the quality assurance audit and works with the court to correct the case data entered.

Processes, maintains, and distributes documents, files, and case materials and provides statewide customer service providing general information without giving legal advice.

Provides general and complex customer service and serves as a liaison between the court and pro se litigants, and other judicial entities.

Researches automated, hard copy, and microfiche files for case status data and reviews research completed by others for accuracy and corrects errors using the case management system.

Complies with public record requests; assures compliance with statutory retention schedule and the Public Records Act.

Verifies information contained in the electronic record and assists the court customer with steps toward compliance with orders of the court.

Confirms bench warrants for law enforcement agencies and revises incorrectly issued warrants.

Reviews and audits case files to determine the accuracy of notices of failure to appear, compliance with failure to appear, criminal summons and other notices, tax intercept, and collection agency submission.

Prepares and processes submission of failure to pay summons, required notices to other state agencies, and submission for third-party collections.

May assists managers statewide in preparing submission files for Tax Refund Intercept Program (TRIP) and Collections, preparing daily compliance call lists, and preparing TRIP and Collections invoices.

Notifies courts of compliance measures taken by defendants and follows up to determine that the correct action is taken promptly and in accordance with all laws, rules, and procedures.

Assists with revisions to policies and compliance practices as needed.

Reviews and prepares correspondence, notices, emails, and text reminders of upcoming complaints deadlines, and provides backup to other division personnel as needed.

Performs purchasing or other financial duties, and reviews the court’s financial transactions.

May serve as information systems site coordinator or back up to site coordinator.

Other duties as assigned.

COMPETENCIES/QUALIFICATIONS
The successful applicant should demonstrate knowledge of New Mexico court statutes, regulations and policies, and especially conditions imposed by the court, distinguishing between court procedures and legal advice, customer service practices, legal terminology, case processing, auditing case files and correcting errors, Court Clerk’s Procedures Manual and Code of Ethics; court’s and States Language Access Policies, judicial organizational structure and other courts jurisdiction, court case management systems, research methodology, project management techniques, and court fee accounting practices.

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, and 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

Case Management Specialist I:

• Education: A high school diploma or GED.

Education Substitution: None.

Experience: One (1) year of experience in general legal secretarial or a related field such as advanced customer service, data processing, and banking/financial 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.

Case Management Specialist II:

• Education: A high school diploma or GED.

Education Substitution: None.

• Experience: Two (2) years of experience in court case processing, a legal secretarial or related field such as advanced customer service, data processing, and banking/financial.

• 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.

Case Management Specialist III:

Education: A high school diploma or GED.

Education Substitution: None.

• Experience: Four (4) years of experience in court case processing, a legal secretarial or a directly related field such as advanced customer service, data processing, and banking/financial experience, of which two (2) years must be in New Mexico court case processing.

• Experience Substitution: None. Required for CMS I, CMS II, CMS III: Certification: May be required to obtain and maintain certification for the National Crime Information Center (NCIC) database.

TO APPLY: Submit a New Mexico Judicial Branch Application for Employment, or a Resume and a Resume Supplemental form, and proof of education to:

Administrative Office of the Courts

Attn: AOC Human Resources Division

202 E. Marcy Street

Santa Fe, New Mexico 87501

Fax: 505-479-2641

Email: jobs@nmcourts.gov

PROOF OF EDUCATION IS REQUIRED.

Applications can be emailed, faxed, or mailed.

EQUAL OPPORTUNITY EMPLOYER