Records Clerk (Bilingual)

About the role

Under the supervision of the Director of Archives and Records Management, the Bilingual Records Clerk (in English and Spanish) will be the primary contact responsible for providing excellent customer service for record requests received over the phone, in-person, mail, and through e-mails. Process and manage requests using an online ticketing system including re-directing to appropriate resources, reviewing all outstanding office requests and reporting at staff meetings, and processing payments. Provide research for Catholic sacramental records and records verification using in-house database, paper records and public databases. Provide accurate information in creating certificates, student transcripts, and verification letters and other records maintained by the Archives adhering to company guidelines on privacy and any restrictions on information. Communicate with foreign dioceses through mail, e-mail, WhatsApp or over the phone in assisting parishes with church records. Digitize, catalog, and file records into an electronic content management and in paper filing system. Work well with a team in a fast-paced environment. Knowledge and familiarity with Catholic church sacraments and record keeping beneficial.

Schedule

Monday – Friday, 8:30 am – 5:00 pm; Non-Exempt, Full-time

Responsibilities

• Provide customer service to individuals requesting information while following company guidelines and observing legal restrictions on information sharing in English and Spanish
• Process forms and applications and maintain online ticketing system
• Operate telephone systems to answer and route incoming and interoffice calls, take and deliver messages, schedule appointments, and manage call routing based on requests and company policies
• Research records using online and in-house databases, card catalog, microfilm readers, and paper records providing accurate and timely information
• Process, file and organize records and files according to internal policies and procedures in both electronic content management and paper filing systems
• Compose correspondence to external and internal parties as needed including to foreign countries
• Charge, record and process payments or fees by cash or check for information requests
• Work in a fast-paced environment with daily disruptions including walk-ins, phone calls, and deliveries
• Assist in a team environment to assist in projects and unexpected circumstances that arise
• Adhere to safety training and protocols on a daily basis and take precautionary measures to ensure the safety and well-being of self and others
• Protect the confidentiality of any information or material obtained in service with the organization, including client names and information, services rendered, donor names and gifts, internal and external investigations, and financial information
• Adhere to the Code of Conduct and the Faith and Moral policy
• Take a solution-oriented approach in interactions and undertakings, promote collaboration and commitment to the Mission and Vision of the organization
• Perform other duties as assigned

Qualifications

Education

• High School Diploma or GED equivalent

Experience

• Minimum of 3 years' experience in clerical, records management and/or legal related work

Licenses & Credentials

• Reliable transportation
• Ability to speak, read, and write in Spanish fluently
• Ability to obtain public notary certificate and provide internal notary services as needed

Knowledge & Skills

• Experienced with computer software, Microsoft Office Suite, and scanning equipment
• Excellent written and verbal communication skills via telephone, email, and mail correspondence in English and Spanish
• Detail oriented, organized, self-motivated, able to work well independently and in a team
• Good critical thinking and problem solving skills
• Ability to work in a fast-paced environment
• Ability to maintain confidentiality and privacy of information per company policy
• Excellent customer service
• Familiar with the Catholic church sacraments and organization (preferred)