Trial Court Administrative Assistant (U)

Business Unit: 24300

Trial Court Administrative Assistant (U) #00000803-24300, Full-Time, Perm, in Grants, NM

# of Positions: 1

Opening Date: 03-12-2025 - Close Date: 03-26-2025

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

Target Pay Range/Rate: $30.277 - $36.151 per hour OR $62,976 - $75,194

The Thirteenth Judicial District Court is recruiting for a full-time, at-will, classified, Trial Court Administrative Assistant (U) position #00000803-24300 in Grants, New Mexico. GENERAL STATEMENT OF DUTIES: Acting under general direction of a Judge ensures the efficient administrative operation of the Judge’s office and serve as liaison and Judge’s representative to other court staff, Judges, other governmental agencies, attorneys, and the public. Finalist(s) may be subject to criminal background checks.

EXAMPLES OF JOB DUTIES

The Trial Court Administrative Assistant is responsible for managing, e-filing, and researching cases in the case management system and calendaring and scheduling hearings for a judge, including but not limited to motions, scheduling conferences, temporary restraining orders, preliminary and permanent injunctions, and orders to show cause, pre-trial conferences, jury trials, and bench trials.

Prepares bond and release orders, dockets court orders to process warrants, and checks jail logs.

Researches, drafts, and prepares documents, orders, agendas, and correspondence for Judge’s review and approval.

Prepares legal pleadings and drafts correspondence and orders to assist a Judge (i.e. pre-trials, temporary restraining, show cause, Rule 1-016 Scheduling Orders, permanent restraining transport, and competency orders name change, warrants and custom orders);

Conducts bond notices on arraignments and domestic violence hearings.

Assists pro se litigants, provides legal forms, and procedural information, manages cases, composes legal correspondence, and prepares statistical reports.

Oversees jury certificates, and trial-seating charts, and edits jury instructions and questionnaires.

Prepares referrals to support programs such as mediations, settlement facilitations, the Foreclosure Settlement Programs, guardianship hearing officers, staff attorneys, and other hearing officers.

Conducts Motor Vehicle Department case research with officers and agencies.

Screens petitions for domestic violence/civil restraining order cases.

Coordinates court reporters, monitors, bailiffs, litigants, attorneys, interpreters and security for court proceedings.

General office duties including: answering phones, responding to emails, filing, calling court clients, assisting court clients with virtual settings, and assisting with identifying data in reports to improve office and court operations.

Prepares and maintains comprehensive logs of all pending guardianship and conservatorship cases, which requires review and updating on a continual basis.

Creates yearly jury and bench docket calendars, in advance, for a judge.

Reviews case event reports and takes action where indicated including drafting correspondence, generating draft orders, and setting status hearings.

Check jail logs and facilitate inmate appearances in person or by audio/video.

Provides public case information to parties, attorneys, law enforcement agencies, and other outside agencies.

Assists and coordinates with other judge offices to accommodate judges and staff on leave, including assistance in managing and conducting jury trials, bench trials, hearings, and other matters.

Coordinate with other agencies and departments within the judiciary and court staff to manage cases and case documents, case filings, and case status. Research and correct errors found in the electronic case management system.

Run, evaluate, and summarize reports in assisting judges, including but not limited to running and verifying reports on pending cases, cases under bankruptcy, and guardianship cases.

Evaluation and assessment of all proposed-text emails to a judge email account, including the attachments, to ensure parties and counsel follow proper court and filing procedures before forwarding to a judge for review. Requires knowledge and understanding of court rules for filing and document preparation in receiving large volume of emails. Requires accurate and appropriate response communications for submissions that do not meet court rules and protocols.

Coordinate and conduct pre-trial meetings with counsel and parties prior to trial to give instruction on technology and any other logistics needed prior to and during trial.

Tracks and prepares travel or other reimbursement requests.

Coordinates the timely processing of documents.

May supervise.

Other duties as assigned.

COMPETENCIES/QUALIFICATIONS
The successful applicant should demonstrate knowledge of legal terminology, citations and procedures; court rules and operations; case management systems; legal research, including electronic databases such as Westlaw Next, Lexis, and New Mexico One Source of Law; legal materials such as New Mexico Statutes Annotated (NMSA); legal citation/use and English writing style such as The Bluebook: A Uniform System of Citation and other legal reference materials; Supreme Court and Appellate Court Rules; Alternative Dispute Resolution (ADR); rules and statues of Notary Public; assigned court(s) and procedures (i.e., civil, criminal, drug, mental health, homeless, domestic violence, student loans, guardianships, conservatorships, abuse and neglect, probate, lower court appeals and DWI cases); electronic rules and filing procedures; court procedural information versus legal advice; cultural diversity; calendaring and case file scanning; court case management system and applied programs; organizational management; conflict resolution; research methodology; filings in magistrate court; journal docket; dictation and transcription as required by the Judge, and court monitoring equipment. Provides extensive customer service information to public, parties, attorneys, and law enforcement agencies and communicates case information with court staff, judges and other governmental entities. Coordinates the timely processing of documents. Answers telephones and provides information as needed. Manages office files and records. Coordinates with other agencies and court staff to manage cases and case documents.

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. Extended periods of sitting and computer use. Due to expanding responsibilities and shortage of staff, works after hours and on weekends with only flextime available, which often cannot be used due to the limit of time to complete all tasks.

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: Associate’s degree in any field.

• Education Substitution: Two (2) years of directly related or relevant experience.

• Experience: Three (3) years of court case processing, professional legal secretarial or office management experience

Experience Substitution: Additional relevant education may substitute for up to one (1) year of experience. Thirty (30) semester hours equals one year of experience.

• Certification: Court Monitor Certification must be obtained within three (3) months for district courts without pools of court monitors, or if required by the Judge or by the Court Executive Officer. If certification is required, it shall be done in accordance with the Rules of the Board Governing the Recording of Judicial Proceedings.

TO APPLY: Submit a Judicial Branch Application for Employment or a Resume and Resume Supplemental form, and proof of education by 5:00 p.m. Wednesday March 26, 2025 to:

Thirteenth Judicial District Court

Attn: Human Resources

1835 Hwy 314 SW, 3rd floor

P.O. Box 1089

Los Lunas, NM 87031

Applications may be emailed to: 13thjdchr-grp@nmcourts.gov

PROOF OF EDUCATION IS REQUIRED.

EQUAL OPPORTUNITY EMPLOYER