Administrative Coordinator - Justice Services

ESSENTIAL DUTIES:

• Under the direction of the Office Manager, this position will perform a variety of administrative/clerical and general office duties, which may include but are not limited to opening and closing the office; answering telephones; handling incoming and outgoing mail and electronic communications; typing, copying and filing documents; typing correspondence. This position is the first line of contact for walk-in traffic. Will also be required to assist with tracking of DWI offenders, to include fee collection and delivering deposits to the Lea County Treasurer's Office.
• Provides administrative support to ensure efficient operation of the office. Supports team by performing tasks related to organization and strong communication.
• Greets and assists walk-in traffic and provide general support to visitors. Screen phone calls and route callers to the appropriate party.
• Organizing and scheduling appointments with computer software and maintaining calendars.
• Prepare professional communications via memos, emails, texts, IMs, invoices, reports and other correspondence.
• Create and maintain filing systems, both electronic and physical.
• Book and coordinate travel arrangements.
• Manage accounts and perform bookkeeping, requisitions, purchase orders, invoices, process payments, etc. Reconcile and submit expenses, revenue and budget reports.
• Responsible for tracking inventory and supplies, maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, requesting/placing and expediting orders for supplies, and ensuring operation of equipment by completing preventive maintenance requirements, calling for repairs and maintaining equipment inventories.
• Will plan and attend meetings and take detailed meeting minutes as required by the supervisor or Director. Responsible for gathering data and assisting the Office Manager with quarterly reports. Manages client probation paperwork. Maintains client probation Provides case file preparation assistance to the Compliance Division. Provides tracking and compliance information to Court Compliance Officers.
• Will be cross trained in Prevention, Screening, and Compliance to fill-in or help manage growth in those components. May require court appearances, and attendance at prevention events.
The functions of the Administrative Coordinator are not limited to those set forth above. The employee will perform such functions, duties or assignments as given by a supervisor, consistent with ability, background, and expertise.

MINIMUM QUALIFICATIONS:

Education:

• High school diploma or GED required.
• Administrative training or certification preferred.
• Specialized training/experience in client screening and tracking preferred.

Experience:

• Two to four years in administrative/clerical preferred; at least one year required.
• Experience with client contact and file management is strongly preferred.
• Experience with high risk or confrontational clients and familiarity with the judicial process are strongly preferred

Certifications, Skill, and Licenses:

• English language oral and written communication abilities required.
• Valid New Mexico driver's license.
• Computer literacy required, knowledge of word processing, database management, and spreadsheet software.
• Knowledge or ability to learn computer-assisted tracking programs.
• Good communication and public relation skills required.
• Bilingual (English/Spanish) strongly preferred.

Physical Functions/Requirements:

The physical demands described here are representative and not necessarily exhaustive of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to sit for up to four hours at one time and up to eight hours total per day, with an opportunity to stand and walk intermittently through the day.
• Ability to crouch, kneel, and/or bend as needed to perform essential duties.
• Ability to work with arms bent for up to four hours at one time and up to eight hours per day.
• Ability to push/pull with arms with a force of 5 lbs. periodically.
• Ability to lift items weighing up to 20 lbs. to waist level frequently and to eye level or overhead occasionally.
• Ability to grasp and manipulate objects as needed to perform essential duties such as writing; depressing buttons; switched and instrument keyboard components; and similar duties.

Mental Functions/Requirements:

• Must be able to understand and follow oral directions and instructions.
• Must be able to read, understand, and follow written directions and instructions.
• Must be able to give oral and written directions and instructions.
• Must be able to read and understand such items as contracts, grants, project guidelines, court orders, and similar documents.
• Must be able to write such items as letters, reports, offender evaluations, and similar documents using proper format and grammar.
• Must be able to plan, direct, and prioritize own work activities as well as, occasionally, those of others in an efficient manner.
• Must be able to effectively safeguard confidential information.
• Must be able to use tact and courtesy in working with a wide range of individuals, including the public, often under tense circumstances.
• Must demonstrate sufficient and adequate mental and emotional stability in order to meet the rigors of a position requiring direct contact with offenders.

Other:

• Ability to perform essential duties and adapt to working conditions.
• No history of felony or misdemeanor criminal convictions involving moral turpitude, violence, distribution of controlled substances, or dishonesty.

WORKING CONDIITONS:

The work environment characteristics described here are representative but not necessarily exhaustive of those an employee encounters while performing the essential functions of this job.

• Performs work mainly indoors.
• Normally is not exposed to temperature extremes, noise factors, vibrations, except those associated with normal operation of office equipment or vehicle.
• Works primarily on even carpeted or tiled surfaces which are normally dry, but may on occasion be wet or slippery.
• May be required to use stairs, elevator or escalator during performance of essential duties.
• Work is primarily conducted during daylight hours; however, employee is subject to occasional call out.
• May work alone with or without direction, or with one or more people in a select group. May on occasion work with a large group.

PRE-EMPLOYMENT REQUIREMENTS:

• Interview; may involve an interview panel.
• Criminal record check.
• Driving record check.
• General employment background check.
• Alcohol/Drug screen; positive results are disqualifying.