Records Clerk (Bilingual)

Archdiocese of San Antonio•San Antonio, TX

17d

About The Position

The Bilingual Records Clerk (English and Spanish) is the primary customer-service contact for record requests received by phone, in person, mail, and email. Under the supervision of the Director of Archives and Records Management, the clerk processes and manages requests through an online ticketing system, directs 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 research resources. It also prepares certificates, student transcripts, verification letters, and other records in accordance with privacy guidelines and restrictions on information sharing. The clerk communicates with foreign dioceses and assists parishes with church records, digitizes and catalogs materials, and files records in electronic and paper systems. The position requires teamwork in a fast-paced office environment with frequent interruptions, attention to confidentiality and safety procedures, and adherence to the organization’s Code of Conduct and Faith and Moral policy. The role is full-time, non-exempt, and scheduled Monday through Friday, 8:30 a.m. to 5:00 p.m.

Requirements

High school diploma or GED equivalent.
At least 3 years of experience in clerical work, records management, and/or a legal-related field.
Fluency in speaking, reading, and writing 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 in English and Spanish, including telephone, email, and mail correspondence.
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 of information according to company 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, including routing requests to appropriate resources and reviewing outstanding requests.
Operate telephone systems to answer and route incoming and interoffice calls, take and deliver messages, schedule appointments, and manage call routing.
Research records using online and in-house databases, card catalogs, microfilm readers, and paper records, providing accurate and timely information.
Prepare certificates, student transcripts, verification letters, and other records maintained by the Archives.
Communicate with foreign dioceses by mail, email, WhatsApp, and telephone, and assist parishes with church records.
Digitize, catalog, process, organize, and file records in electronic content management and paper filing systems according to internal procedures.
Compose correspondence to internal and external parties, including parties in foreign countries.
Charge, record, and process payments or fees for information requests by cash or check.
Work effectively in a fast-paced environment with walk-ins, calls, deliveries, and other daily disruptions.
Assist the team with projects and unexpected circumstances.
Follow safety training and protocols and take precautions to protect the safety and well-being of self and others.
Protect the confidentiality of information obtained through work, including client, donor, investigation, and financial information.
Adhere to the Code of Conduct and the Faith and Moral policy, and promote collaboration and commitment to the organization’s mission and vision through a solution-oriented approach.
Perform other duties as assigned.