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New Mexico Courts · 3 hours ago

Trial Court Administrative Assistant (TCAA), Position #00000651, Full-Time, At-Will, in Silver City, NM

Silver City, NM

Full-time

Onsite

Mid Level

$31.63/hr - $37.64/hr

3+ years exp

New Mexico Courts is seeking a Trial Court Administrative Assistant to manage case filings and scheduling for judges. The role involves preparing legal documents, assisting pro se litigants, and coordinating court proceedings and office operations.

Government Administration

Responsibilities

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. pretrials, 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

Qualification

Legal terminology knowledgeCase management systemsLegal research skillsCourt rules knowledgeOrganizational managementElectronic filing proceduresConflict resolutionCustomer serviceTeam coordinationData managementCommunication skillsTime management

Required

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

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