Records Clerk (Bilingual)

Archdiocese of San Antonio•San Antonio, TX

18d

About The Position

The Bilingual Records Clerk, fluent in English and Spanish, provides customer service for records requests received by phone, in person, by mail, and by email. Under the supervision of the Director of Archives and Records Management, the clerk processes and manages requests through an online ticketing system, routes requests to appropriate resources, reviews outstanding requests, reports on them at staff meetings, and processes payments. The role researches Catholic sacramental records and verifies records using in-house and public databases, paper records, and other resources. It also prepares accurate certificates, student transcripts, verification letters, and other records while following privacy guidelines and restrictions on information sharing. The clerk communicates with foreign dioceses and parishes by mail, email, WhatsApp, and phone; digitizes, catalogs, files, and organizes records in electronic content management and paper filing systems; and assists with team projects and changing office needs. The position requires maintaining confidentiality, following safety protocols and organizational policies, and contributing to a collaborative, solution-oriented workplace.

Requirements

High school diploma or GED equivalent.
At least 3 years of experience in clerical work, records management, and/or a legal-related field.
Fluent ability to speak, read, and write in Spanish; the role requires communication in English and Spanish.
Reliable transportation.
Ability to obtain a public notary certificate and provide internal notary services as needed.
Experience with computer software, Microsoft Office Suite, and scanning equipment.
Excellent written and verbal communication skills, including telephone, email, and mail correspondence in English and Spanish.
Detail-oriented, organized, self-motivated, and able to work independently and as part of a team.
Good critical-thinking and problem-solving skills.
Ability to work in a fast-paced environment.
Ability to maintain confidentiality and privacy according to organizational policy.
Excellent customer service skills.

Nice To Haves

Familiarity with Catholic Church sacraments and organization.

Responsibilities

Provide customer service in English and Spanish to people requesting information, following organizational guidelines and legal restrictions on information sharing.
Process forms and applications and maintain the online ticketing system.
Answer and route incoming and interoffice calls; take and deliver messages; schedule appointments; and manage call routing according to requests and policies.
Research records using online and in-house databases, a card catalog, microfilm readers, and paper records, and provide accurate, timely information.
Prepare certificates, student transcripts, verification letters, and other records maintained by the Archives.
Process, file, and organize records in electronic content management and paper filing systems according to internal policies and procedures.
Communicate and compose correspondence with internal and external parties, including foreign dioceses and other organizations abroad.
Charge, record, and process cash or check payments and fees for information requests.
Review outstanding office requests and report on them at staff meetings.
Work effectively amid daily interruptions, including walk-ins, phone calls, and deliveries, and assist the team with projects and unexpected circumstances.
Follow daily safety training and protocols and take precautions to support the safety and well-being of self and others.
Protect confidential information, including client and donor information, services rendered, investigations, and financial information.
Adhere to the Code of Conduct and Faith and Moral policy and take a solution-oriented, collaborative approach aligned with the organization's mission and vision.
Perform other duties as assigned.
Obtain a public notary certificate and provide internal notary services as needed.