Records Clerk

3 days ago

San Antonio, Texas, United States St. PJ's Children's Home Full time

Description

FLSA Status: Non-Exempt, Full-Time

Reports To: Director of Archives and Records Management

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

Summary: Under the supervision of the Director of Archives and Records Management, the Records Clerk will be responsible for providing excellent customer service for record requests received over the phone, in-person, and through e-mails. Process and manage requests using an online ticketing system including re-directing to appropriate resources and processing payments. Provide research for sacramental records and genealogical verification using in house database, paper records and public databases. Provide accurate and 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 letter, e-mail, 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.

Requirements

Position Responsibilities:

Provide customer service to individuals requesting information while also following company guidelines and observing any legal restrictions on information sharing 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 requested including to Mexico Charge, record and process payments or fees by cash or check for information requests 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.

Minimum Qualifications: 

Education:

High School Diploma or equivalent.

Experience:

Minimum of 3 years' experience in a clerical, records management and/or legal related area. 

License and Credentials:

Reliable transportation Ability to speak, read, and write in Spanish fluently 

Minimum Knowledge and Skills: 

Experience with computer software, Microsoft Office Suite, and scanning equipment; Must be detail oriented, organized, self-motivated, work well independently and on a team; Must have good written and verbal skills; Must have good critical thinking and problem solving skills; Must be able to work in a fast-paced environment and multitask; Must be able to maintain confidentiality and privacy of information as per company policy; Excellent customer service skills.

  Travel Requirements: Travel requirements for the position includes 2% local and 0% overnight.

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