Martínez Aguilasocho & Lynch, A Professional Law Corporation ("MAL") is a private, public interest law firm based in California's Central Valley and dedicated to the mission of improving the lives of farm workers and their families nationwide. For over twenty-five years, MAL attorneys have been representing the United Farm Workers of America and individual farm workers throughout the state in all types of complex legal matters. MAL's primary practice is labor and employment law, with a focus on representing Spanish-speaking farm workers, or farm workers that speak indigenous languages from Mexico in wage and hour employment cases, sexual harassment cases, employment discrimination cases, and labor organizing matters. Our lawyers have substantial experience representing employees in class action and representational lawsuits to enforce statutory rights under both federal and state wage and hour laws, as well as fair employment practice laws such as Title VII of the Civil Rights Act of 1964, and the Migrant and Seasonal Agricultural Worker Protection Act. The person in the Operations Assistant position is key to keeping the firm’s office operations effectively functioning. Major duties include firm-wide timekeeping review, internal file management, maintaining staff travel schedules, managing office equipment and programs, and facilities management. Major casework duties include legal calendaring and mail, document processing, maintaining and creating legal resources, and internal filing. The Operations Assistant deals with business operations essential to ensuring a functioning office. The Operations Assistant is frequently tasked with a wide array of responsibilities that overlap with financial and legal functions, including the professional presentation of documents (e.g. proof of service; table of contents; table of authorities), and legal services invoicing to clients. The Operations Assistant is self-disciplined, takes initiative, and embodies the Si Se Puede! spirit to perform this unique position. PRIMARY DUTIES Ensures that each day that incoming mail (including electronic faxes and mail that arrives via CM/ECF in addition from post office and hand delivery and email attachments from attorneys) is timely processed and calendared; that voice mail at Bakersfield office is checked and processed 3 times a day; that emails for info MAL account are checked and processed; and that calendar reminders are sent to appropriate attorney.Maintains the legal calendar daily and sends reminders to staff to ensure deadlines are met. Every Friday issues updated 8-week calendar to legal team and backs up 5-year legal calendar.Posts electronic copy of all documents related to cases on the GDrive under the case name for the Case Administrator to file in the appropriate folder. Places hard copy of documents related to case in company redwell folders in accordance with MAL’s Records Management Guide guidelines for physical files.Early in beginning of each week checks for miscoding and processes weekly time report, notifies managing attorney and Operations Manager (“OM”) of any staff delinquent with time entries. Submits time reports to OM and President for review.Effectively handles detail oriented and multi-tasks.Independently follows up and follows through on projects.Plans, prioritizes and organizes projects effectively.Plans, prioritizes, and organizes work, conferring with OM as needed regarding decisions on priorities.Other duties as assigned. CASE SUPPORT Assists in the timely filing of documents at the ALRB, Superior, Appellate and Federal Court levels. Familiar with requirements per court or administrative agency rules to ensure compliant filings, when paralegals are unavailable to complete filings.When needed, assists paralegals in contacting workers, compiling legal documents and files, and coordinating travel arrangements and litigation support vendors. Ensures closed legal files are indexed and placed in storage and after seven (7) years offer to clients to return or destroy.Maintains client retainer agreements and other law firm governance documents in firm’s OM office.Updates reference materials and maintains research databases and files OFFICE OPERATIONS Familiar with administrative procedures and policies.Arranges and coordinates travel schedules, reservations, and payment and communication.Keeps informed of scheduling and location of traveling staff.Organizes and maintains file system for library materials, research files, trademark files, continuing legal education resources and UFW history orientation files.Purchasing office and breakroom supplies, including food and drink items, and miscellaneous equipment.Maintains MAL electronics tracking, distribution, and recommendations for replacement and purchase. Uses email and electronic calendaring for reminders and requested follow-ups. Helps maintain legal calendar, issues updated 8-week calendar weekly, and pulls 5-year backup weekly.Keeps informed of scheduling and location of traveling staff.Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes meeting notes.Composes and types routine correspondence, reports, legal and administrative resources, and presentations requiring ability to create and merge documents and graphics.Ensures that incoming mail (including faxes and documents filed via CMECF) is timely processed and calendared; that voice mail is checked and processed regularly; that backup emails are checked and processed; and that calendar reminders are sent to appropriate attorney. STAFF COORDINATIONCoordinates with MAL staff for document preservation in accordance with MAL’s Records Management Guide, Calendaring Policy, and Financial Management Policy.Assists with special projects as approved by OM. MAJOR RELATIONSHIPSMaintains key relationships with relevant organizational counterpartsMaintains and updates law office directories, including but not limited to, information pertaining to relevant agencies, clients and other attorneysDevelops and maintains relationships with key vendors FACILITIES MANAGEMENTAssists in office space planning, purchase and maintenance of office furniture and equipment. Purchasing office and breakroom supplies, including food and drink items, and miscellaneous equipment. TRADEMARK PROGRAM Drafts routine licenses and cease and desist correspondence. Tracks, calendars, and helps manage trademark licensing and infringement matters. CROSS TRAINING As a small law firm, cross training of support staff is essential to the firm’s overall health and functioning. Support staff are often trained on the duties and responsibilities of their colleagues to ensure assignments can be completed when team members are unavailable to do so. Your primary duties and responsibilities are contained in this Job Description. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Completion of or enrollment in Associate’s degree (A.A./ A.S.) program and/or at least one year experience working in an office setting. Proficiency with computers including MS word, excel and outlook.Demonstrated commitment to working for social change and economic justice and sensitivity to Union principles and farm worker issuesSound judgment; ability to work with diverse clients and maintain confidentialityDemonstrated ability to work with minimal supervision and in a team environmentDemonstrated ability to handle confidential information in a confidential mannerDemonstrated ability to simultaneously handle multi-tasks, follow directions and pay careful attention to detailsDisplays ability to take initiative and be adaptable to the ever-evolving demands of the law office.Demonstrated interest or educational focus in business administration, or operations management LANGUAGE SKILLS Strong communication skills, both oral and written. Ability to speak, read and write in Spanish and English. Ability to read, analyze, and interpret general professional journals, technical procedures, governmental regulations and legal documents. Ability to write routine reports and correspondence. Ability to respond to questions from clients, agencies, and the general public. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages and area. Ability to apply concepts of basic algebra. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. CERTIFICATES, LICENSES, REGISTRATIONS Driver’s License. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.