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Support Program Coordinator MC

Department: City Attorney
Office: City Hall
Position Number:20-05-414-12242-1
Job ID#:16248
To be considered for this job:You must complete the on-line application form.
Opening Date for In-House Candidates:12/19/17
Opening Date to the Public:12/19/17
Open until filled; for best consideration, apply by:1/9/18
Starting Salary (or salary range):$16.37
Other information about this position or about working with the City of Rio Rancho:A Drivers License is required for this position. Your driving record must always meet City insurability standards.
Banner:This is the initial posting of this job opening.
If you are called for an interview or to attend a pre-employment testing session:If you are selected for an interview, you will be contacted via e-mail or telephone with a date, time and place to interview.
Typical schedule :M-F


                                                           

Position Title:  Support Program Coordinator MC  

Department: City Attorney 

Division: City Attorney  

Reports to: City Attorney or Office Manager  

FLSA Status: Non-Exempt  

Bargaining Unit: none  

Pay Grade: 17A  

Job Status: Permanent, Full-time  

Full Time Equivalent: 1.0  

Position Summary

The Support Program Coordinator performs administrative support functions for the department, including reception, typing and correspondence, memoranda and reports, scheduling, purchasing, maintains subscriptions, and manages witness interviews and schedules for all Municipal and District Court cases.

Education, Training and Experience – minimum required to proficiently perform the job

Education / higher education:  High School Graduate or equivalent 

Minimum number of years of directly related experience: Two years legal or insurance related work experience. 

Education and/or experience preferences: Post-secondary education preferred.   

Certifications, Licenses and Registrations

Driver’s License requirement: Infrequent Driver -- Regular Driver's License      Required Endorsements: None  

Note -- For any driver, driving record must always meet City driving and insurability standards.

Required certifications, licenses or registrations: None 

Preferred certifications, licenses or registrations: None 

Knowledge, Skills and Abilities required to proficiently perform the job

Knowledge: Accounting and office procedures, word processing and spreadsheet software.   Familiarity with Microsoft Word, Excel, Access, Outlook, Power point. Familiarity with legal, medical and insurance terminology. Possess fundamental knowledge of legal concepts and terminology, as well as knowledge of functions and jurisdictions of local, state and federal courts, and state and federal agencies.  

Skills:  Computer skills with desktop or network systems and capability to learn and operate new software programs and utilize databases.   Strong written and verbal communication skills. Administrative and report writing skills, supply/inventory management skills, customer service skills, organization and time management skills.  

Abilities: Ability to work independently, maintain composure, confidentiality and professionalism in a fast paced and dynamic office setting.   Ability to understand and anticipate problems and resolve issues proactively. Ability to read and understand complex substantive and procedural legal documents. Ability to communicate effectively with diverse clientele groups and employees who conduct business with and on behalf of the Department and City, including particularly elected and appointed officials, judges, attorneys, law enforcement, eyewitnesses and victims involved in criminal cases. Ability to draft, update and or schedule reports and legal correspondence. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to carry out instructions furnished in written, oral or diagram form. Ability to use math concepts to present data in charts, graphs, and presentations; Intermediate level math and calculator skills.   Ability to deal with problems involving several concrete variables in standardized situations. Strong collaboration skills- requires the ability to partner, interact, communicate with vendors, team members, supervisors, and managers to propel cases towards expedient resolution with positive outcomes.   

Interaction with Groups/Agencies/Entities: Internal: Works with Mayor, City Councilors, City   Manager, all department directors; managers, and supervisors on routine   assignments and special projects. Maintains harmonious, courteous and   understanding relationships, while fostering a collaborative teamwork   environment. External: Works with Municipal   and District Court personnel, District Attorney’s Office administrative and   attorney personnel, other municipalities’ administrative and attorney   personnel, crime victims, civilian witnesses, vendors, contractors and the   general public; occasionally works with Municipal and District Court judges,   and other municipal and state elected officials. Presents a friendly,   courteous image for the City to the general public, customers and public officials. 

  

Authorities and Accountabilities

Level of independent decision making: Moderate--incumbent is expected to analyze and problem-solve various situations that are not specified by established procedures or instructions and suggest to supervisor a recommended course of action 

Budgetary/Financial/Asset accountability: Low -- Position is accountable to a Department Director or Division Manager and cannot make major decisions or obligate the City 

Span of control: Responsibility for own work (no supervision or leadership expectations) 

Essential Functions

The following functions are typical for this position. The omission of specific functions does not exclude them if the work is similar, related or a logical assignment for this position. Other duties may be required and assigned.

  • Maintains customer confidence and protects operations by keeping information confidential.
  • Manages Municipal and District Court witness and interview schedules; coordinates with office staff, police officers, defense attorneys and civilian witnesses. Attends witness interviews and documents statements, as needed. Serves as Primary assistant to City’s assigned prosecutor(s) for start-to-finish case finalization.
  • Maintains Department schedules and calendars by planning and scheduling meetings, conferences, teleconferences, and travel.
  • Assists department with developing of a case-management system, database data entries; maintains and ensures accurate information in database; intake and handling of low complexity claims.
  • Assists in maintaining monthly and annual statistical reports for department.
  • Types complex legal and technical documents, manuscripts, pleadings, correspondence, reports, memoranda, and other materials from rough draft or advanced draft.
  • Assists in conducting routine discovery. Organizes, tracks files for important transactions or case documents, including pleadings and voluminous discovery documents.
  • Compiles information for various requests including: Inspection of Public Records Act requests; maintains retention schedules, coordinates archiving, storage and destruction of obsolete records.
  • Keeps all print and computerized legal reference materials and subscriptions up to date.
  • Responsible for purchasing function for the department and serves as PCARD account holder for department; monitors budget line item expenditures; processes invoices; enters online purchase orders and assists with annual budget preparation.
  • Ensures operation of equipment including completes preventive maintenance requirements; follows manufacturer’s instructions; troubleshoots malfunctions; calls for repairs; maintains equipment inventories; evaluates new equipment and techniques.
  • Manages office supplies and inventory; recommends purchases/replenishment.
  • Performs various administrative functions, performs clerical duties such as types, files, record keeping processes, copies, logs in and tracks legal and risk management files/documents; scans; data entry functions; maintains record and databases; receives, sorts/distributes daily department mail; prepares outgoing mail and legal notifications, subpoenas and announcements.
  • Welcomes guests and citizens by greeting them, in person or on the telephone; answering or directing inquiries. Provides information by answering questions and requests. Routes callers and/or visitors to the proper department, uses own judgment handles issues/ questions within own expertise. Consults with Management when needed.

Physical Requirements and Working Conditions

Daily activity level: Primarily sedentary 

Physical characteristics: Job requires oral   and aural communication ; Job requires reading and comprehension of written materials; Job requires normal vision; Must be able to distinguish colors; Keystroking or repetitive motion of hands/fingers/arms; Lifting/push/pull/carry up to 20 lbs. 

Exposures: none 

Extraordinary working conditions: Must maintain utmost confidentiality and discretion in all matters. May be involved in contentious or confrontational issues. Must protect attorney-client privileges in all communications, files, documents, and correspondence.  

Hazardous equipment/machinery used: none 

Required personal protective equipment: none 


If you need an accommodation for a disability that would enable you to apply or interview for this position, please contact the Human Resources Department at 505-891-5011 (fax: 505-891-9183).

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