Records Clerk (Bilingual)

Description

Reports To: Director of Archives and Records Management

Schedule: Monday – Friday, 8:30 am – 5:00 pm

FLSA Status: Non-Exempt, Full-time

Summary: 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.. 

Requirements

Position Responsibilities:

• *Provide customer service to individuals requesting information while also following company guidelines and observing any 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, along with taking and delivering messages, scheduling appointments, and managing 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 unexcepted circumstances that arise. 
• Adhering to safety training and protocols on a daily basis and taking precautionary measure to ensure the safety and well-being of self, others.  
• Responsible for protecting the confidentiality of any information or material obtained in the service with the organization to include but not limited to client names and information, services rendered to clients, donors names and gifts, internal and external investigations or results of any investigations, and financial information.
• Adherence to the Code of Conduct and the Faith and Moral policy.
• Every employee is required to take a solution-oriented approach in their interactions and undertakings, as well as being a team member that promotes collaboration and commitment to the Mission and Vision of the organization.
• Perform other duties as assigned.

* Essential Functions - ADA

Minimum Qualifications: 

Education:

• High School Diploma or GED equivalent.

Experience:

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

License and 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.

Minimum Knowledge and Skills: 

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