Administrative Assistant Term, in Santa Fe, NM

Administrative Assistant 3 #, Full-Time, Term, in Santa Fe, NM

Join to apply for the Administrative Assistant 3 #, Full-Time, Term, in Santa Fe, NM role at New Mexico Courts

Opening Date: 01-13-2026 - Close Date: 01-27-2026

Target Pay Range/Rate: $21.950-$43.899 per hour or $45,656-$91,310 annually

The Administrative Office of the Courts is recruiting for a full-time, term, Administrative Assistant 3 in Santa Fe, New Mexico. The general schedule is M-F 8:00am to 5:00pm. This position will serve directly under the Executive Staff Manager, Director, and Deputy Director of AOC. This position will handle general clerical duties including acting as front desk receptionist: receiving visitors, issuing parking permits, answering phone calls, receiving and distributing any incoming parcels, and managing the state vehicle pool.

Administrative assistant duties include managing calendars and meeting arrangements, processing purchase orders, travel vouchers, invoices, and any filing and communications needed. The administrative assistant will also be the primary point of contact for incoming IPRA requests. Other duties to be assigned by AOC management.

• The Administrative Assistant 3 is responsible for planning, organizing, and coordinating day-to-day and long-term project and activities.
• Prepare procurement requests and bids/quotes.
• Prepares and distributes materials, documents, copies, agendas and minutes.
• Performs data entry, electronically files documents, makes copies and mails or disseminates records.
• Drafts, proofreads, edits, disseminates and manages the timely processing of documents, correspondence, and records.
• Maintains rosters for committees or groups.
• Serves as a liaison with other court staff, state agencies, and the public, and provide assistance as requested.
• Dockets or calendars hearings, deadlines, and appointments.
• Coordinates and schedules meetings, facilities, training, testing, vehicles, travel, staff, video conferencing and teleconferences.
• Answers telephones, provides customer service and greets visitors.
• Demonstrates conflict resolution and de-escalation while providing customer service.
• Manages and tracks information and data using electronic databases.
• Compiles and prepares statistical reports, certificates, fliers, brochures, and business cards.
• May develop presentations.
• Manages and route files, information, mail, and records to appropriate destination.
• Monitors, tracks, refers and orients program participants.
• Prepares, maintains and purges customer files, which may include confidential information.
• Coordinates employee identification, security access, and validates parking.
• Serves as a liaison between committees, the public or other judicial entities.
• Serves as a liaison to attorneys for assigned cases.
• May provide notarization services.
• May develop and maintain filing systems.
• Provides assistance with budget or legislative projects.
• Tracks and prepares travel or other reimbursement requests.
• Coordinates services with outside agencies.
• Receipts, balances, reconciles and distributes all incoming monies.
• Trains employees in day-to-day procedures and office functions.
• Develops or analyzes procedures as needed.
• May be assigned supervisory duties under the mentorship of a supervisor or manager.
• Researches and prepares documents, correspondence, notices of hearings and orders for judicial officer’s signature including reports/orders to close cases, quash bench warrants, and orders adopting recommendations.
• Prepares orders (e.g. pre-trial, temporary restraining, show cause, Rule 1-016 Scheduling Orders, orders of protection, civil restraining orders, and transport orders);
• Prepares referrals to support programs such as settlement facilitations, advisory consultants, guardians ad litem, etc.
• Screens petitions for domestic violence/civil cases.
• Trains and mentors new Administrative Assistants, and other court staff.
• May be responsible for managing a Judge or Justice’s chambers and chamber functions that support the court, to include maintaining and monitoring chamber’s docket and/or calendar.
• Ensures office runs smoothly and efficiently.
• Prepares court files, schedules conferences, and circulates…