New Mexico State Judiciary Job Opening
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Administrative Office of the Courts
Court Manager 2 #00000167-23500, PERM, Full-Time, in Carlsbad, NM
Opening Date: 11-12-2019 -
Job Pay Range: JJ: $22.313 - $36.258 per hour
Target Pay Range/Rate: $22.313 - $26.496 per hour
The Fifth Judicial District Court is recruiting for one full-time, classified Court Manager 2 #00000167-23500 for the Eddy County Magistrate Court in Carlsbad, New Mexico. SUMMARY: Under administrative direction in an independent small Magistrate Court manage operational, administrative, and financial functions; oversee and manage the preparation and processing of court documents; assessing, receipting, recording, reconciliation of monies, and preparation of bank deposits; processing, maintaining, and the distribution of documents, files and case materials; work with the case management system; provide customer service; administration of jury functions; researching records; compliance with public record requests; and all other duties as assigned. Must supervise two (2) or more court employees; and reports to the Court Executive Officer. Finalist(s) may be subject to criminal background checks.
Education: A high school diploma or GED.
Education Substitution: None.
Experience: Six (6) years of experience in legal secretarial or related field such as advanced customer service, data processing, and banking/financial experience, Two (2) years must have been are as a supervisor. Education may not substitute for supervisory 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.
Supervisory Substitution: Leadworker duties may be considered on a prorated basis for supervisory experience at a rate of one (1) year equals six (6) months. Leadworker assigned duties must have included the development of employee performance plans and appraisals, discipline and approval of time for assigned staff.
Certification: May be required to obtain and maintain certification for the National Crime Information Center (NCIC) database. 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 case flow management; supervisory techniques, coaching and performance evaluations; hiring, training concepts, discipline and termination; team building; mediating and managing conflict; customer service practices; legal terminology and phrases; employment law (i.e., Americans with Disabilities Act, Family Medical Leave Act, Equal Employment Opportunity Act, Fair Labor Standards Act, Worker’s Compensation); New Mexico Judicial Branch Personnel Rules, magistrate division and fiscal related policies and procedures; 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; Appellate, Civil and Criminal Procedures for appropriate court jurisdiction; auditing case files; running reports; correcting errors; research methodology; general office practices; project management techniques; court fee accounting processes; cash handling procedures; jury management; 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 judicial organizational structure and other courts jurisdiction; local court rules; hazardous evidence handling; court records maintenance, retention and destruction; municipal, local, state and federal governmental agencies; local community services; operations and facilities management; safety and physical security issues and evacuation procedures; and procurement procedures.
Skill & Ability: Skill in training, supervising, evaluating and motivating staff; giving direction to and mentoring subordinates; planning, assigning, and reviewing work of subordinates; 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; using imitative and judgment; 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, composure and appearance; dealing with difficult people and people in crisis situations; 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, phrases and data standards; 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; making effective changes; appraising situations and recognizing safety and security issues; being empathetic, impartial, fair, and objective; managing and supervising employees, overseeing the planning, scheduling, assigning, reviewing, monitoring and evaluation of work; determining direction and necessary training; providing meaningful employee feedback and performance evaluations; addressing disciplinary issues and providing appropriate correctional measures; and mediating and managing conflict. Ability to apply relevant policies and procedures to assigned work utilizing legal terminology and phrases; make decisions; collaborate with others; identify program operations and quickly diagnose the basis of operational dysfunction; design a plan for improvement and execute the plan; 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; determine necessary training and 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, impart, and follow directions; managing and supervising employees, overseeing the planning, scheduling, assigning, reviewing, monitoring, and evaluation of work; determining direction and necessary training; train others; provide meaningful employee feedback and performance evaluations; provide written instructions; provide effective coaching, constructive criticism, motivate and mentor others; addressing disciplinary issues and provide appropriate corrective measures; maintain confidentiality and notify supervisor of related concerns and issues; and mediate and manage conflict.
EXAMPLES OF WORK PERFORMED Court Management - Plans, organizes, integrates and coordinates functions related to fiscal, budget, human resources and information systems and various court programs; participate in short/long term planning; analyzes court dockets and operations to develop and implement processes to improve case management and court services; develops policies and procedures; compiles and maintains court statistical reports; and participates in the budgetary process as appropriate. Case & Document Management - Ensure all court work is processed in a timely, prompt, accurate, complete, proper and efficient manner to ensure court rules and procedures are followed and cases are processed appropriately; direct the distribution of judicial work and review the day-to-day functions of the court, implementing changes necessary for efficient court operations and case processing; work with staff to ensure that data standards, court rules and procedures, state and federal statutes are consistently maintained; work with staff to ensure that case errors are corrected; approve record retention/destruction schedule, policies and procedures; prepare monthly statistics and case management reports; and interact as a representative of the court with other judicial entities for problem solving and process improvement. Financial Responsibilities - Oversee the receipt and distribution of all incoming monies; ensure the accuracy of judicial financial records and procedures; monitor and coordinate purchasing responsibilities; and provide statistics and financial information for the budgetary process. Customer Service - Serve as a liaison with other court staff, state agencies and the public; provide appropriate oversight and management of information services and customer assistance; ensure that employees have the necessary skills and resources to provide safe and effective customer service; and direct or provide support to judges, immediate staff, and/or Specialty Court Programs. General Clerical - Ensure judicial hearings and calendars are maintained; oversee that all court documents are processed in a timely and appropriate manner; ensure the office, its equipment and courtroom are operational; and coordinate backup for other court clerical personnel. Research - Research automated, hard-copy files for case status data and provide accurate information; research and analyze case management issues; and audit, research and when necessary correct case files. Supervisory - MAY plan, assign, mentor and review subordinates’ work and make/coach corrections as needed; supervise, oversee, train and discipline subordinate employee 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. MAY serve as statewide multi-court manager with responsibility for the operational improvement of magistrate courts, establishing best practices, gauging the appropriate level of assistance required, and work extensively with field staff using all reasonable efforts to ensure realization of goals. MAY serve as information systems site coordinator or back up to site coordinator; oversee micro photography standards; ensure exhibits comply with statutory retention schedules; coordinate program participation with Specialty Programs within the court; utilize the Case Management System and Supervision Module simultaneously; act as a court monitor; provide notarizations; provide advocacy services to victims; serve on Statewide Boards or Committees and coordinate and schedule meetings.
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 weekends and holidays; exposed to fluctuating building temperatures; and may be required to be on call. The employee may be exposed to hostile or violent situations that may arise when dealing with individuals involved in court cases; exposed to disturbing or hazardous court exhibits and contagious health conditions.
Must submit the New Mexico Judicial Branch Application for Employment form and proof of education prior to 5:00 pm on Friday, November 22, 2019 to:
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Resume Supplemental Forms:
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Fifth Judicial District Court
Kennon Crowhurst, Court Executive Officer
P.O. Box 1776
Roswell, NM 88202-1776
The New Mexico Judicial Branch Application For Employment form is the preferred application to submit to the Court Executive Officer. The employment application and Job Description may be obtained at https://www.nmcourts.gov/careers.aspx or in the Carlsbad Magistrate Court Clerk's Office.
EQUAL OPPORTUNITY EMPLOYER