Office Administrator

Office Administrator Step Forward Foundation Morgan Hill, CA Job Details Full-time $23 - $27 an hour 1 day ago Benefits Paid holidays Health insurance Dental insurance Paid time off Vision insurance 403(b) Loan forgiveness Retirement plan Paid sick time Qualifications Spanish Teamwork English Organizational skills Legal case management

Full Job Description Step Forward Foundation Position Title:

Office Administrator Location:

Morgan Hill, CA & San Jose, CA (In-office)

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. 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 Monday to Friday from 8:30AM to 5:00PM in-office. Roles & Responsibilities o Answer and manage incoming calls on a busy multi-line phone system, ensuring proper routing and referrals o Answer and log incoming calls for the programs, accurately capturing caller information and ensuring timely follow-up by identifying and flagging repeat callers. o Maintain and manage office mail: picking up, scanning, sorting, distributing incoming mail, filing, preparing outgoing packages, and receiving faxes. o Assist attorneys with administrative tasks such as document preparation, filing, correspondence, and client record management. o Maintain client files and input data to assist with reporting for funders and tracking case progress. o Monitor and maintain office supply inventory, proactively ordering and restocking materials to ensure uninterrupted daily operations. o Support with upkeeping and organization of storage and closed files to ensure records are properly labeled, archived, and easily retrievable in accordance with office procedures. o Provide direct support to clients in-person or over the phone, including answering questions, filling out forms, and updating client information. o Serve as a point of contact for clients seeking assistance, ensuring that their needs are met in a timely and professional manner. o Interfacing with clients and community partners on consultation days o Conduct client follow-ups regarding case matters, appointments, and documentation. o Manage the secure release of client files in compliance with confidentiality policies and proper authorization protocols. o Greet and assist clients with document drop-off, pick-up, and gathering of signatures; ensure all materials are securely handled and accurately logged. o Prepare, review, and proofread legal documents, including case-related forms and client declarations. o Assist in managing legal workflows by tracking deadlines and supporting case management efforts. o Translate legal documents between English and Spanish, ensuring accuracy and clarity. o Provide Spanish-language interpretation during client meetings and communications as needed. o Work closely with attorneys and staff to ensure smooth office operations and meet critical deadlines. o Assist with general office duties as needed to maintain an efficient working environment. o Perform any other duties and tasks assigned that are necessary for the effective operation of the office or as the role evolves. o Maintain a clean, organized, and professional office environment. Qualifications o Associate's degree or higher preferred. o Spanish proficiency is required (oral and written) and will be tested during the interview process. o Strong communication skills with the ability to interact effectively with clients, team members, and external stakeholders. o Compassionate, patient, and professional when working with individuals from diverse and often vulnerable backgrounds. o Ability to handle multiple tasks simultaneously and work efficiently under pressure in a fast-paced environment. o Excellent organizational skills and attention to detail, ensuring accurate file management and task completion. o Comfortable working with technology, including Microsoft Word, Google platform, and new software programs. o Ability to maintain confidentiality and exhibit sound judgment in sensitive situations. o A valid California driver's license and access to a registered vehicle for occasional travel. Compensation & Benefits o $23 - 27 per hour (depending on experience) o 100% employer-covered medical insurance (including health, dental, and vision). o Paid time off (PTO): 2 weeks (80 hours) of PTO annually.

o Paid sick days:

7 days (56 hours) per year. o 20 paid holidays annually. o 403(b) Retirement Plan with 3% employer contribution. o Eligibility for Public Service Loan Forgiveness (PSLF). How to Apply Interested applicants should submit the following materials in PDF format to with the subject line "Office Administrator Application."

• Cover Letter (demonstrating Spanish proficiency)
• Resume
• List of three (3) professional references Step Forward Foundation is an Equal Opportunity Employer.

We are committed to creating a diverse environment and encourage applicants from all backgrounds, especially from immigrant and refugee communities. People of color, immigrants, women, LGBTQ persons, and persons with disabilities are encouraged to apply.

Pay:

$23.00 - $27.00 per hour

Benefits:

Dental insurance Health insurance Paid time off Retirement plan Vision insurance

Work Location:

In person