New Mexico State Judiciary Job Opening
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Administrative Office of the Courts
Judicial Specialist 2, #00035607-23100 and #0004334-23100, PERM, Full-time, in Espanola, NM
Opening Date: 08-29-2019 -
Job Pay Range: GG: $15.525 - $25.228 per hour
Target Pay Range/Rate: $15.525 to $17.808 per hour
The Espanola Magistrate Court is accepting applications for two classified full-time, Judicial Specialist 2 positions. SUMMARY: Under supervision process court documents, performs a full range of specialized clerical duties involved in case processing, file maintenance, case management, ensuring court rules and procedures are followed, research automated, hard-copy and microfilm files for case status data and provide accurate information. Provide customer assistance to the public at the counter or via telephone. Provide back up support to other clerical personnel. This is a full performance level job classification. Finalist may be subject to criminal background checks.
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.
Experience Substitution: Attainment of the Judicial Studies Certificate will substitute for one (1) year of experience. 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.
Typing Certification: At the discretion of the Administrative Authority a typing certification from the New Mexico Department of Workforce Solutions (www.dws.state.nm.us) or similar may be required for the entire Court Clerk Series within that Judicial Entity. If certification is required, a typing proficiency score of at least 35 net words per minute is mandatory. The New Mexico Workforce Connection Certification must have been issued within five (5) years of application.
Certification: May be requested to complete the New Mexico Court Monitor Certification Examination.
Other: Completion of a post offer background check may be required
Knowledge: Knowledge of customer service practices; legal terminology and phrases; proper English usage, grammar, and punctuation; basic math; data collection; computer software applications (i.e. word processing, spreadsheets, databases, court case management system, email and Internet); filing methods and systems (i.e., alpha, color-coded and numerical); office equipment (i.e. telephone, printer, copier, fax, scanner, postage meter, microfiche and reader machine, and calculator); considerable knowledge in case processing in all types of cases; knowledge of Specialty Court Programs; research methodology; general office practices; project management techniques; safety and security issues and evacuation procedures: court fee accounting practices; cash handling procedures; court monitoring procedures and equipment; Court Clerk’s Procedures Manual and Code of Ethics; all policies and rules currently in effect; court’s and States Language Access Policies and access to the Certified Language International Interpreting Line; and general organization structure of the judiciary.
Skill & Ability: Skill in working independently and managing time effectively while handling a high-volume workload in an environment subject to frequently changing priorities and high stress; maintaining confidentiality; being organized; multi-tasking; establishing priorities and meeting deadlines; concentration and attention to detail; communicating effectively both orally and in writing with diverse parties; actively listening; dealing with people diplomatically; being courteous; providing good customer service; using good telephone etiquette; using common sense; maintaining professional demeanor and composure; using computer and computer software including word processing, case management and email; electronic case filing, desk and batch scanning; running reports; recognizing important case facts that need to be documented in case file or may need further action; auditing files and correcting errors using the case management system; researching and retrieving information using the case management system or archive database; applying legal terminology; distinguishing between court procedures and legal advice; assimilating information and providing as accurate a response as possible; maintaining accurate files and records; filing; typing, and entering data precisely; handling money and calculating sums using a calculator; research techniques, knowing when to seek assistance; reading comprehension and discerning case content; research, analyze and solve problems; and appraising situations and recognizing safety and security issues. Ability to apply relevant policies and procedures to assigned work utilizing legal terminology and phrases; make decisions; think clearly, provide customer service without giving legal advice; prepare and organize complex court documents and correspondence precisely; accurately compile information and prepare reports; proofread documents using proper English; manage multiple projects concurrently while maintaining regular workload; understand records management procedures; read almost illegible hand writing; apply notary rules and procedures; apply data standards; maintain accurate files and records; retain information; maintain patience; deal with difficult people; diffuse hostile situations; work as a team member; apply good judgment to difficult and demanding situations and assignments; learn and adapt quickly; to train others; announce judicial protocol and control all aspects of recording judicial proceedings to include time keeping when assigned court monitor duties; operate court monitor and recording equipment; be empathetic, impartial, fair and objective; establish and maintain cooperative working relationships internally and externally and notify supervisor of related concerns and issues; and receive and follow directions.
EXAMPLES OF WORK PERFORMED Case and Document Processing - Prepare and process all court work in a timely, prompt, accurate, complete, proper and efficient manner, ensuring court rules and procedures are followed; provide information and administrative support for department functions; use the electronic 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 event, disposition type, and judgment details; MAY use electronic filing to process incoming files and upload and process court-issued documents; prepare, proofread, edit, mail and route pleadings, correspondence and documents; process bench warrants and cancellations; set hearings and trials; mail notices timely; MAY process and expedite Orders of Protections; submit case files to judges as requested; use the electronic case management system to manage and track cases to ensure compliance with case type, appearance dates, sentencing requirements and follow through with necessary steps, which may include: orders to show cause, bench warrants, recusals, excusals, pleadings, and rule extensions; docket and monitor calendar; maintain schedules; compile information and prepare accurate and concise reports; maintain the integrity of case files; and close cases when appropriate. Financial Responsibilities – Maintain a till; ensure court fees are accurately assessed, paid and correctly recorded in the electronic case management system; accurately balance and reconcile a till; accurately disburse bond payments; prepare and maintain bond reports; prepare bank deposits; and follow proper cash handling procedures. MAY follow proper restitution collection and distribution procedures; receipt and reconcile restitution payments; distribute appropriately; and reconcile billing and invoicing from contracted provided for Specialty Court Programs. Customer Service - Provide information and excellent customer assistance at the counter or via telephone; communicate with a high volume of pro se litigants by providing general, procedural information without giving legal advice; provide public case information to parties, attorneys, law enforcement agencies, and other outside agencies; communicate case-specific information with co-workers, supervisors, judges, and other agencies as necessary; provide clear and concise instructions to customers about how to use public access terminals, microfiche and the reader machine and the official judiciary website; and provide support to judges and immediate staff. Jury Administration – order summons; review, sort, and organize jury summons; maintain a hard or electronic file system for all documents; verify qualification form and questionnaires are properly completed; schedule jurors; create jury panels/pools; maintain and update jury calendar and manage a call-in information system; maintain contact with jurors ensuring excellent customer service skills prepare alpha list, random list, voir dire sheet, and seating chart for jury trials; record data in jury database program; process affidavits and excusals; copy and distribute questionnaire forms for attorneys; maintain attendance records; track juror statistics and prepare reports; and submit juror payment loads for proper payment and process warrants. General Clerical - Serve as a liaison and communicate changes with other court staff, state agencies and the public; analyze procedures; make recommendations and provide input; assist with revisions; ensure judicial calendars are maintained; prepare documents for signature; copy; fax; stamp and file documents; process and distribute mail; maintain hard and electronic case files; catalog and maintain exhibits; certify court records; prepare hard copy case files with tape logs and transcripts for microfilming, scanning, archiving and destruction; certify and prepare records, tapes, tape logs and exhibits for cases on appeal to higher courts; create case tracking number and bar code scan all files appropriately for file destination; ensure the office, its equipment and courtroom(s) are operational; draft and prepare correspondence; and provide backup to other court clerical personnel. Research - Research automated, hard-copy and microfiche files for case status data and provide accurate information; research and analyze case management issues; and audit, research and when necessary correct case files. Respond timely and accurately to requests received by the court regarding the Public Records Act. MAY serve as information systems site coordinator or back up to site coordinator; act as a court monitor; provide notarizations; assist in training new employees, perform purchasing duties; provide advocacy services to victims; coordinate and schedule meetings; coordinate program participation with Specialty Court Programs within the court, coordinate on a regular and/or case by case basis with Misdemeanor probation and compliance programs to ensure defendant compliance; utilize case management program to record and monitor progress; and other duties as assigned;
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, court setting, or designated work area. The work is performed in an often fast paced, stressful work environment, and under severe time constraints to meet multiple demands. While performing the duties of the job, the employee is regularly required to perform repetitious hand, arm and finger motions as well as use manual/finger dexterity, sit for long periods of time, stand for hours and walk often, lift, climb ladders, kneel/stoop, move, pull and carry up to twenty-five (25) pounds; travel, work overtime and/or flexible work hours including shift work (24/7), weekends and holidays; and exposed to fluctuating building temperatures. The employee may be exposed to hostile or violent situations that may arise when dealing with individuals involved in court cases, disturbing or hazardous court exhibits and contagious health conditions.
A NM Judicial Branch Employment Application or a Resume and Resume Supplemental Form along with a copy of proof of education and typing certificate must be received by mail or hand delivered by 4:00 p.m. Thursday, September 12, 2019 to the address below:
Microsoft Word Format
Adobe PDF Format
Resume Supplemental Forms:
Microsoft Word Format
Adobe PDF Format
First Judicial District Court
Human Resource Office
225 Montezuma Ave.
P.O. Box 2268
Santa Fe, NM 87504
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