Business Specialist I or II

Administrative Office of the Courts
Business Unit: 21800
Business Specialist I or II #10114100-21800, Full-Time, Perm, in Santa Fe, NM
# of Positions: 1
Opening Date: 04-16-2024 - Close Date: --
Target Pay Range/Rate: BS I: $23.053-$25.614/hr or $47,950-$53,22/yr, BS II: $25.979-$28.865/hr or $54,036-$60,039/yr

The Administrative Office of the Courts (AOC) is recruiting for a full-time, classified, Business Specialist I or II position #10114100-21800 for the AOC Human Resources Division in Santa Fe, New Mexico. GENERAL STATEMENT OF DUTIES: Business Specialist I: Acting under general direction may organize and assist with the overall business functions in the administrative, fiscal, and/or human resource operations of a court. Business Specialist II: Acting under general supervision may organize and assist with the overall business functions in the administrative, fiscal, and/or human resource operations of a court. Finalist(s) may be subject to criminal background check(s).

EXAMPLES OF JOB DUTIES
● The Business Specialist I is responsible for assisting with day-to-day projects and activities, and providing support for projects and office functions and may be assigned specific responsibilities related to fiscal or human resources operations.
● Prepares and distributes materials, documents, reports, PowerPoint presentations, copies, agendas, and minutes for meetings.
● Ability to answer telephones, provide customer service and greet visitors.
● Provide customer service information by providing general procedural information without giving legal advice.
● Ability to utilize the case management system to perform basic functions necessary for researching of case information.
● Procures office supplies, fixed assets, and inventory.
● Serves as a liaison with judges, court staff, law enforcement agencies, state agencies, and the public.
● Coordinates repair of equipment and arranges for disposal of equipment.
● Communicates changes in processes, rules, and systems to other employees.
● Reviews applications, evaluate applicant’s skills and make recommendations regarding applicant’s qualifications.
● Maintains filing systems and archives personnel actions.
● Assists with personnel actions and prepares and completes human resource documents.
● Tracks and prepares travel or other reimbursements.
● Coordinates activities, meetings, and services with outside agencies.
● Schedules interviews, checks references, and completes background checks.
● Uses electronic databases to manage and track information and data.
● Provides assistance, and follow-ups on inquiries from judges, managers, supervisors, and staff.
● May conduct and/or process new employee orientations, terminations, payroll and employee benefits.
● Act as IT site coordinator and maintain website.
● Troubleshoots IT and equipment problems and provides technical assistance.
● Prepare, process, and post vouchers, operating transfers, encumbrances, warrants and warrant cancellations.
● Assist with appropriation requests, operating budgets, supplemental budget requests, and/or budget adjustment requests.
● Assists with the procurement process, which may include RFPs and contract management.
● Performs accounting or fiscal functions and assist with the preparation of the courts annual operating budget.
● Ensures compliance with judicial branch, financial and/or human resources policies and procedures.
● Provides assistance with budget, human resources, operational, or legislative projects
● Assists external auditors, and/or prepares documentation for financial audits.
● Coordinates recruitment efforts and job postings and makes recommendations regarding applicant’s qualifications.
● Present or develop training programs, prepare employment letters, employee files, and complete human resources forms.
● Prepare unclaimed property reports and operating transfers for unclaimed property.
● Review, interpret, and/or provide guidance on governmental employment regulations including but not limited to Family Medical Leave Act (FMLA), Fair Labor Standards (FLSA), Workers’ Compensation, and the American’s with Disability Act (ADA).
● Manage or administer employee information, pay data, position changes, or reclassifications, new or changed positions and various human resources transactions utilizing the automated human resources system.
● Participate in creating and implementing specialized projects in the area of human resources, which may include but are not limited to, Equal Employment Opportunity (EEO), Employee Relations, Performance Appraisals, Investigations and Compensation Analysis.
● Track capital inventory for a division or court and keep current records of fixed assets.
● Administer and audit payroll processes, pay advices, direct deposit, and related corresponding queries and reports to ensure accuracy, and oversee and administer employee benefits.
● Provide assistance regarding progressive disciplinary matters.
● Interact calmly and professionally with irate individuals.
● Assist with budget, bookkeeping functions, and legislative projects.
● Processes vouchers and warrants and make daily deposits.
● Other duties as assigned.
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● The Business Specialist II is responsible for planning, organizing, and coordinating projects, activities, providing support for projects, and office functions and may be assigned specific responsibilities related to fiscal or human resources operations.
● Drafts, creates, proofreads, edits, and distributes documents, reports, PowerPoint presentations, correspondence, agendas and minutes for meetings.
● Ability to answer telephones, provide customer service and greet visitors.
● Ability to utilize the case management system to perform basic functions necessary for researching of case information.
● Procures office supplies, fixed assets, and inventory.
● Serves as a liaison with judges, court staff, law enforcement agencies, state agencies, and the public.
● Coordinates repair of equipment and arranges for disposal of equipment.
● Communicates changes in processes, rules, and systems to other employees.
● Reviews applications, evaluate applicant’s skills and make recommendations regarding applicant’s qualifications.
● Schedules interviews, checks references, and completes background checks.
● Uses electronic databases to manage and track information and data.
● Compiles, analyzes, and prepares statistical reports.
● Ensures compliance with judicial branch, financial and/or human resources policies and procedures.
● Present or develop training programs, prepare employment letters, employee files, and complete human resources forms.
● Prepares and submits administrative, financial, business or human resources documents and reports.
● Track capital inventory for a division or court and keep current records of fixed assets.
● Provides assistance with administrative, budget, human resources, operational, or legislative projects.
● Assists external auditors, and/or prepares documentation for financial audits.
● Participates in creating and implementing specialized projects in the area of human resources, which may include but are not limited to, Equal Employment Opportunity (EEO), Employee Relations, Training, Performance Appraisals, Investigations and Compensation Analysis.
● Provides and develops customized reports in order to identify trends, correlations to uncover insights, and/or audit data.
● Coordinates recruitment efforts and job postings and makes recommendations regarding applicant’s qualifications.
● Maintains filing systems and archives personnel actions, records, and/or other documents.
● Manage or administer employee information, pay data, position changes, or reclassifications, new or changed positions and various human resources transactions utilizing the automated human resources system.
● Administer and audit payroll processes, pay vouchers, direct deposit, and related corresponding queries and reports to ensure accuracy.
● Track and prepare travel or other reimbursements.
● Assist with appropriation requests, operating budgets, supplemental budget requests, and/or budget adjustment requests.
● Assists with the procurement process, which may include RFPs and contract management.
● Performs accounting or fiscal functions and assist with the preparation of the courts annual operating budget.
● Interact calmly and professionally with irate individuals.
● Provide customer service information by providing general procedural information without giving legal advice.
● Prepare, process, and post vouchers, operating transfers, encumbrances, warrants and warrant cancellations.
● Review, interpret, and/or provide guidance on governmental employment regulations including but not limited to Family Medical Leave Act (FMLA), Fair Labor Standards Act (FLSA), Workers’ Compensation, and the Americans with Disability Act (ADA).
● Log and reconcile bank statements to daily receipts and monthly reports, and assists with bookkeeping functions.
● Prepare unclaimed property reports and operating transfers for unclaimed property.
● Conduct and/or process new employee orientations, terminations, payroll and employee benefits.
● Provide guidance and assistance regarding progressive disciplinary matters.
● May be assigned supervisory duties under the mentorship of a supervisor or manager.
● Act as IT site coordinator and maintain website.
● Troubleshoots IT and equipment problems and provides technical assistance.
● Other duties as assigned.

COMPETENCIES/QUALIFICATIONS
The successful applicant should demonstrate knowledge of office management and administration; basic accounting, auditing, and reconciliation practices and procedures; human resources practices, principles, and techniques; auditing procedures and practices; purchasing and procurement processes; governmental processes; cash management; contract management; general budgeting and fiscal management; business administration and management principles; strategic planning; and coordination of people and resources.

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.

* This job description is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions performed

BENEFITS
● Medical/Dental/Vision/Rx, Short, and Long Term Disability Insurance Programs, employee assistance program (EAP) [http://www.mybenefitsnm.com/]
● State paid life insurance, supplemental and dependent life insurance
● Optional flexible spending accounts for medical, day-care, and travel expenses
● Paid time off, up to eight (8) weeks
● Paid time off and retirement buyback
● Eleven (11) paid holidays
● Up to 12 weeks of paid parental leave
● Deferred Compensation 457(b) plan
● Lifetime Defined Benefits Retirement Plan [http://www.nmpera.org/]
● Flexible work schedules and alternative work locations*
● Free health care, Rx, and lab work at the facility (Stay Well Health Center) in Santa Fe, NM
● Bilingual compensation*
● Training and career development opportunities
● Higher education opportunities, educational leave, and tuition reimbursement
● May qualify for the Public Service Loan Forgiveness Program (PSLF)
● May receive overtime holiday or shift differential pay*
● May receive physical fitness leave*

*These benefits vary by job classification or need*

QUALIFICATIONS

• Business Specialist I:
• Education: Associate’s degree from an accredited college or university in Public or Business Administration, Finance, Accounting, or a directly related field.
• Education Substitution: Two (2) years of directly related or relevant experience may substitute on a year for year basis.
• Experience: Two (2) years of experience in office administration, public administration, banking, human resources, accounting, or a directly related field.
• Experience Substitution: 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.
• Business Specialist II:
• Education: Bachelor’s degree from an accredited college or university in Public or Business Administration, Finance, Accounting or a directly related field.
• Education Substitution: Four (4) years of directly related or relevant experience may substitute on a year for year basis.
• Experience: Two (2) years of experience in office administration, public administration, banking, human resources, accounting or a directly related field.
• Experience Substitution: Additional post-secondary education in a related field may substitute for up to two (2) years of experience. Thirty (30) semester hours equals one (1) year of experience.

TO APPLY: Submit a New Mexico Judicial Branch Application for Employment, or a Resume and a Resume Supplemental form, and proof of education to:

Administrative Office of the Courts

Attn: AOC Human Resources Division

202 E. Marcy Street

Santa Fe, New Mexico 87501

Fax: 505-479-2641

Email: jobs@nmcourts.gov

PROOF OF EDUCATION IS REQUIRED.

Applications can be emailed, faxed, or mailed.

EQUAL OPPORTUNITY EMPLOYER