New Mexico State Judiciary Job Opening
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Administrative Office of the Courts
***POSITION OPEN TO INTERNAL JUDICIARY APPLICANTS ONLY*** Judicial Specialist Leadworker #00049068-23100, Full-Time, PERM in Santa Fe, NM
Opening Date: 12-04-2018 -
Job Pay Range: $17.066 per hour to $26.665
Target Pay Range/Rate: $17.066 per hour to $20.608
The First Judicial District Court is accepting applications for a classified full-time, Judicial Specialist Leadworker position to work in the Domestic Violence Division of the Clerk’s Office. Under general supervision lead, mentor and train others; utilize advanced expertise to prepare and process court documents; Process and expedite Orders of Protection, serve as a liaison with other court staff, state agencies and the public; provide information and 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 with judges, supervisors, co-workers as necessary. Provide victims with resource and advocacy information; Prepare and process all court work in a timely, prompt, accurate, complete, proper and efficient manner; ensure court rules and procedures are followed and cases are processed; provide customer service information and administrative support for department functions. Submit case files to judges as requested; use the case management system to manage and track cases to ensure compliance with case type, follow through with necessary steps, prepare documents for signature; copy, fax, stamp and file documents. This is a senior level job classification, may be assigned supervisory duties under the mentorship of a supervisor or manager. Finalists may be subject to criminal background checks.
Education: A high school diploma or GED
Education Substitution: None
Experience: Four (4) years of experience in court case processing, a legal secretarial or related field such as advanced customer service, data processing, and banking/financial experience, of which three (3) years must have been court case processing 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) of application.
Certification: May be requested to complete the New Mexico Court Monitor Certification Examination. May be required to obtain and maintain certification for the National Crime Information Center (NCIC) database.
Other: Completion of a post offer background check may be required.
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); extensive knowledge in case processing in all types of cases; knowledge of Specialty Court Programs; auditing case files; running reports; correcting errors; 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; judicial organizational structure and other courts jurisdiction; local court rules; and supervisory techniques.
Skill & Ability: Skill in working as a team leader; processing transactions with a high level of efficiency and accuracy; identifying appropriate method of case document processing; accurately reconciling court financial transactions; analyzing differing situations; recognizing important case facts that need to be documented in case file or may need further action; making decisions; training others; 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; 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; knowing when to seek assistance; reading comprehension and discerning case content; research, analyze and solve problems; appraising situations and recognizing safety and security issues; and being empathetic, impartial, fair, and objective. Ability to work as a team leader; 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; 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; show diplomacy; establish and maintain cooperative working relationships internally and externally; receive and follow directions; motivate and mentor others; plan and assign work; provide meaningful employee feedback and performance evaluations; provide effective coaching and constructive criticism; maintain confidentiality and notify supervisor of related concerns and issues; and mediate and manage conflict.
EXAMPLES OF WORK PERFORMED Leadworker Duties - Provide direction and assistance to subordinate staff, as assigned; lead, mentor, oversee, and train staff in judicial procedures, day-to-day court/office functions and case and document processing; and communicate changes in court processes, rules and systems. MAY track daily attendance and approve leave requests and time sheets; prepare and administer employee performance evaluations; and participate on interview panels for vacant positions and provide appropriate recruitment support. Case and Document Processing - Prepare and process all court work in a timely, prompt, accurate, complete, proper and efficient manner; ensure court rules and procedures are followed and cases are processed; provide customer service information and administrative support for department functions; use 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 event, disposition type, and judgment details; MAY use electronic filing to process incoming filings and upload and process court-issued documents; prepare, proof-read, edit, mail, and route pleadings, correspondence; process Petitions for Trial Court Extensions of time to proceed to trial; process bench warrants and cancellations; MAY process and expedite Orders of Protection; set, hearings, and trials; submit case files to judges as requested; use the 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; compile information and prepare accurate and concise reports; maintain integrity of case files; and close case when appropriate. Financial Responsibilities - Maintain a till; ensure court fees are accurately assessed, paid, receipted, and correctly recorded in the case management system; accurately balance and reconcile a till and all daily cash receipts; disburse bond payments; prepare and maintain bond reports; prepare bank deposits; correct financial errors; 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 - Serve as a liaison with other court staff, state agencies and the public; provide information and 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 with judges, supervisors, co-workers as necessary. Jury Administration – Order summons; review, sort, and organize jury summons; verify qualification form and questionnaires are properly completed; maintain a hard or electronic file system for documents; schedule jurors; create jury panels/pools; maintain and update jury calendars and manage call-in or robocall system; maintain contact with jurors and provide courteous and professional assistance; 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 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 and schedules 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 and image case documents into the case management system; ensure the office, its equipment and courtroom(s) are operational; draft and prepare correspondence; maintain logs and records on cases; analyze procedures, make recommendations and provide input; assist with revisions and communicate changes; and provide backup to other court clerical personnel. Research - Research automated, hard-copy and microfiche files for case status 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; oversee micro photography standards; ensure exhibits comply with statutory retention schedules; act as a court monitor; provide notarizations; assist in training new employees; perform purchasing duties; provide victims with resource and advocacy information; coordinate and schedule meetings; coordinate program participation with Specialty 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; maintain appropriate inventory of drug testing and office supplies and ensure adequate tests and supplies are readily available; and other duties as assigned. MAY in a small court with less than two (2) employees: participate in short/long term planning; analyzes court dockets and operations to develop and implement processes to improve case management and court services; develops procedures; compile and maintain court statistical reports; plan, assign, mentor and review subordinates’ work and make/coach corrections as needed; supervise, oversee, and train employees in judicial procedures, day-to-day office functions and case management; communicate changes in processes, rules and systems to subordinate; analyze procedures and revise as needed; track daily attendance and approve leave requests and time sheets; prepare and administer employee performance evaluations; and lead interview panels for vacant positions and make recruitment recommendations.
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 forty (40) 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.
TO APPLY: 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 5:00 p.m. Monday, December 17, 2018 to:
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
For a job application and the Resume Supplemental Form visit the Judicial Branch website at: www.nmcourts.gov under Job Opportunities or call 505-455-8196.
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