Office Administrator

Position Title: Office Administrator

Location: Morgan Hill, CA & San Jose, CA

Reports To: Executive Director

Employment Type: Full-Time

About Step Forward Foundation

Step Forward Foundation is a non-profit organization dedicated to providing specialized legal services to low-income communities across Santa Clara, San Benito, and Monterey Counties. Our mission is to advocate for and empower individuals facing domestic violence, sexual assault, human trafficking, and other forms of injustice. With a focus on immigration, family law, and limited-scope employment law representation, we are a small, collaborative team of passionate social justice professionals committed to making a difference in the lives of survivors.

We value work-life balance, mental health wellness, and creating an inclusive, supportive workplace. Our team is dynamic, compassionate, and focused on achieving lasting change for the communities we serve.

Position Overview

We are seeking a dedicated and highly organized Office Administrator to support our legal team in a hybrid environment. This role involves handling a wide range of administrative tasks, providing direct support to our attorneys and DOJ accredited representatives, and assisting clients with their legal needs, primarily related to immigration, family, and other legal matters. The ideal candidate will have strong communication skills, be proficient in Spanish, and have a passion for social justice. This is a full-time position.

Roles & Responsibilities

• Administrative Support
  • Answer and manage incoming calls on a busy multi-line phone system, ensuring proper routing and referrals.
  • Maintain and manage office mail: sorting, distributing incoming mail, filing, and preparing outgoing packages and faxes.
  • Assist attorneys with administrative tasks such as document preparation, filing, correspondence, and client record management.
  • Maintain client files and input data to assist with reporting for funders and tracking case progress.
• Client Interaction
  • Provide direct support to clients in-person or over the phone, including answering questions, filling out forms, and updating client information.
  • Serve as a point of contact for clients seeking assistance, ensuring that their needs are met in a timely and professional manner.
  • Interfacing with clients and community partners on consultation days.
• Legal Support
  • Prepare, review, and proofread legal documents, including case-related forms and client declarations.
  • Assist in managing legal workflows by tracking deadlines and supporting case management efforts.
  • Participating in outreach events and presenting trainings to the general public.
• Translation & Interpretation
  • Translate legal documents between English and Spanish, ensuring accuracy and clarity.
  • Provide Spanish-language interpretation during client meetings and communications as needed.
• Team Collaboration
  • Work closely with attorneys and staff to ensure smooth office operations and meet critical deadlines.
  • Assist with general office duties as needed to maintain an efficient working environment.
• Additional Tasks
  • Perform any other duties and tasks as assigned that are necessary for the effective operation of the office or as the role evolves.

Qualifications

• Education & Experience
  • Associate’s Degree or higher preferred.
  • Spanish proficiency is required (oral and written) and will be tested during the interview process.
• Skills & Attributes
  • Strong communication skills with the ability to interact effectively with clients, team members, and external stakeholders.
  • Compassionate, patient, and professional when working with individuals from diverse and often vulnerable backgrounds.
  • Ability to handle multiple tasks simultaneously and work efficiently under pressure in a fast-paced environment.
  • Excellent organizational skills and attention to detail, ensuring accurate file management and task completion.
  • Comfortable working with technology, including Microsoft Word, Google platform, and new software programs.
  • Ability to maintain confidentiality and exhibit sound judgment in sensitive situations.
• Other Requirements
  • A valid California driver’s license and access to a registered vehicle for occasional travel.
  • Must be COVID-19 vaccinated.