New Mexico State Judiciary Job Opening

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Administrative Office of the Courts

Judicial Specialist 1 #10111647-23600, Part-Time, TERM in Bayard, NM

Opening Date: 11-22-2019 - Close Date: 12-10-2019

Job Pay Range: FF: $14.026 - $22.792 per hour

Target Pay Range/Rate: $15.779

The Sixth Judicial District Court is recruiting for one part-time, TERM, Judicial Specialist 1 #10111647-23600 for the Grant County Magistrate Court in Bayard, New Mexico. The position is funded through June 30, 2020, and with the possibility of an extension beginning July 1, 2020, depending on budget availability. SUMMARY: Under close supervision prepare and process court documents; assess, receipt, record, reconcile monies, and prepare bank deposits; process, maintain, and distribute documents, files and case materials; work with the electronic case management system; provide customer service; assist with jury functions; research records; comply with public record requests; and other duties as assigned. This is an entry level job classification. Finalist(s) may be subject to criminal background checks.


  • Education: A high school diploma or GED.
  • Education Substitution: None.
  • Experience: One (1) year of experience in a general secretarial or related field.
  • Experience Substitution: Attainment of the Judicial Studies Certificate will substitute for one (1) year of experience or 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.
  • Other: Completion of a post offer background check may be required.
  • Knowledge: Knowledge of customer service practices; 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); case processing in all types of cases; research methodology; general office practices; cash handling procedures; Court Clerk’s Procedures Manual and Code of Ethics; all policies and rules currently in effect; and general organization structure of the judiciary.
  • Skill & Ability: Skill in 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; filing; typing, and entering data precisely; handling money and calculating sums using a calculator; research techniques, knowing when to seek assistance; and reading comprehension. Ability to use a computer and computer software; accurately enter data; work independently and managing time effectively while handling a high-volume workload in an environment subject to frequently changing priorities and high stress; research and retrieve information using the case management system or archive database; apply relevant policies and procedures to assigned work utilizing legal terminology and phrases; make decisions; think clearly, provide customer service without giving legal advice; distinguish between court procedures and legal advice; assimilate information and provide an accurate response; 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; research, analyze and solve problems; be empathetic, impartial, fair and objective; establish and maintain cooperative working relationships internally and externally; receive and follow directions; appraise situations and recognize safety and security issues; and notify supervisor of related concerns and issues.
  • EXAMPLES OF WORK PERFORMED: Case and Document Processing - Prepare and process all court work in a timely, prompt, accurate, complete, proper and efficient manner; use case management system to (1) open cases – determine case type/cause of action and assess and receipt filing fee is required; (2) docket cases – review documents and determine appropriate event code, 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 review incoming filings for format, signatures, event code, and filings fees, upload and process court-issued documents; ensure court rules and procedures are followed as cases are processed; provide customer service information and administrative support for department functions; set hearings; prepare, proofread, edit and mail out documents such as notices and final orders; track cases to ensure compliance with case type, sentencing requirements and follow through with necessary steps, which may include: orders to show cause, bench warrants, recusals, excusals, pleadings, and rule extensions; and close case when appropriate; use electronic databases to manage and track cases. 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; make deposits; and follow proper cash handling procedures. Customer Service - 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 case-specific information with co-workers, judges, and other agencies as necessary. Jury Assistance – order summons; review sort, and organization jury summons; verify qualification form and questionnaires are properly completed; maintain a hard or electronic file system; schedule jurors; create jury panels/pools; maintain and update jury calendars and update a call-in or robocall system; maintain contact with jurors; prepare alpha list, random list, voir dire sheet, and seating charts; record data in jury database program; process affidavits and excusals; copy and distribute questionnaire forms for attorneys; maintain attendance records; track and submit payments loads and process warrants. General Clerical - Maintain and file documents into case files; copy, fax, stamp and file documents; prepare exhibits and hard copy case files; process and distribute mail; assist with maintaining exhibits; prepare case files for microfilming, archiving, and destruction; assist with preparing files, tape logs, and exhibits for cases on appeal; and provide backup to other court clerical personnel. Research - Research automated, hard-copy and microfile files for case status data and provide accurate information. May ensure judicial calendars and schedules are maintained; set up courtroom equipment;coordinate and schedule meetings; assist with Specialty Programs within the court; 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); 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: TO APPLY: Submit a New Mexico Judicial Branch Application for Employment or a Resume Supplemental Form, and proof of education by 4:00 pm Tuesday, December 10, 2019 to:

Application forms:
Microsoft Word Format
Adobe PDF Format

Resume Supplemental Forms:
Microsoft Word Format
Adobe PDF Format

Sixth Judicial District Court
Attn: Melissa Frost, Court Executive Officer
for and on behalf of the Grant County Magistrate Court-Division II (Bayard)
c/o Sixth Judicial District Court, PO Box 2339, Silver City, NM 88062 (mailing address)
Grant County Courthouse, 201 N. Cooper Street, 1st Floor, Silver City, NM 88061 (hand-delivery)