Records Specialist-Register of Deeds

COUNTY OF BROWN; Green Bay (WI); On-site; USD 42,000 - 63,000; Full time

Job summary

COUNTY OF BROWN seeks a meticulous Vital Records Clerk to process certified copies of birth, death, marriage, divorce, domestic partnership, and military discharge records. You will verify eligibility, issue documents, and manage multiple record systems in a fast-paced office setting.

Key responsibilities include handling in-person/mail/online requests, maintaining Laserfiche records, and training new staff while ensuring adherence to Wisconsin statutes and department policies.

Qualifications

• Exceptional communication skills interacting with diverse populations.
• Knowledge of general office procedures and business English.
• Experience with vital records systems and state regulations.
• Ability to train new employees.
• Ability to manage multiple tasks in a busy office environment.
• Proficiency with Laserfiche for scanning and records management.

Responsibilities

• Process applications for certified vital records (birth, death, marriage, divorce, domestic partnership, and military discharge).
• Verify direct and tangible interest before issuing copies.
• Handle in-person, mail, and online requests within specified timeframes.
• Review and file military discharge records and domestic partnership terminations.
• Maintain and update Statewide Vital Records Information System data.
• Place and track shipments of certified copies and manage orders.
• Train new hires and answer public inquiries about regulations and procedures.
• Explain departmental policies and assist genealogists with public indexes.

Skills

Exceptional communication skills

Multitask and prioritize duties

Customer service

Computer proficiency

Train new employees

Direct work activities supervision

Attention to detail

Tools

Laserfiche

Statewide Vital Records Information System

Job description

JOB REQUIREMENTS

Responsible for the review, acceptance or rejection of Death, Marriage, Domestic Partnership Termination and Military Discharge Records calling for independent judgment, initiative and specialized knowledge in carrying out established procedures or applying laws or regulations. Responsible for the issuance of certified copies of Birth, Death, Marriage, Divorce, Domestic Partnership and Military Discharge records. Responsible for conducting transactions with the public with matters requiring interpretation and analysis of laws, rules, and/or departmental policies and procedures. Vital records acceptance and issuance are bound by Wisconsin Statutes. This is a complex job that requires a significant amount of on-the-job training.

ESSENTIAL DUTIES

Process in person, mail, and online applications for certified copies of birth, death, marriage, divorce,domestic partnership and/or military discharge records, verifying direct and tangible interest. Process incoming mail and requests it within one day except for genealogy requests which are processed within five business days. Review, examine, accept, and file military discharge records and domestic partnership termination agreements according to State Statute. Review, accept and file marriage data from worksheet into Statewide Vital Records Information System. Review and accept Removal of Corpse Notification and verify a death record is present in the Statewide Vital Records Information System. Issue death certificates to funeral homes as requests come into the vitals email. This system is checked periodically throughout each day. Manage 2 online ordering systems and issue vital records in accordance with orders. These systems are checked for new orders periodically throughout the day. Review death information for accuracy in Statewide Vital Records Information System prior to the information reaching the state level. Maintain Military Discharge and Domestic Partnership Index. Accept proper payment for services/copies which may include cash, check, and debit/credit card. Account for security numbers on each piece of security paper issued in accordance with the expectations of State Vitals. Account for all monies handled. Perform detailed arithmetic calculations in processing applications and information. Greet customers at the counter and ask them to fill out an application for the appropriate vital record. Maintain training materials for any new hires. Train new hires on policies, procedures and day to day activities. Answer questions regarding departmental regulations and policies. Answer telephone calls and assist the public with questions regarding vital records. Perform searches of vital record indexes and documents. Manage vital records internet email boxes. Establish and maintain effective working relations with staff, other County departments, vendors, and the public. Answer inquiries from the public and refer if need be, to the proper individual or department. Analyze and interpret information contained in a variety of documents, forms, reports, etc. for processing. Obtain information from the public for the completion of forms, documents, records, etc. Assist and instruct genealogists/customers on how to search public indexes and records. Scan records into Laserfiche Print records from Laserfiche Process overnight express shipping of certified copies of vital records as requested. Maintain older vital records in Laserfiche system. Scan new veteran discharges (DD214\'s) into Laserfiche system received from Brown County Veterans Service Office. Verify start-up cash drawer containing $150.00 for daily transactions.

PHYSICAL DEMANDS

Lifting 25 pounds maximum with frequent lifting and/or carrying of objects weighing up to 20 pounds. Intermittent standing, walking and sitting. Using hand(s)/feet for repetitive single grasping, fine manipulation, pushing and pulling, and operating controls. Occasional bend ng, twisting, squatting, reaching, and grappling. Communicating orally in a clear manner. Distinguishing sounds at various frequencies and volumes. Distinguishing people or objects at varied distances under a variety of light conditions.

OTHER EXPERIENCE AND QUALIFICATIONS

Possess exceptional communication skills to interact with a diverse population of individuals, either in person, or via the phone, often dealing with sensitive or confidential information. Maintain effective and open communication with physicians, medical examiners, funeral directors, attorneys, officiants and professional records personnel, while presenting a knowledgeable, positive, and professional image of the office. Knowledge of general office procedures. Knowledge of business English, spelling and grammar. Knowledge of and ability to utilize a computer and the required software. Knowledge of the equipment, software and materials used in the imaging, storage, indexing and retrieval of documents. Knowledge of indexing systems and procedures Specialized knowledge of Statewide Vital Records Information System and the rules and regulations that govern the Wisconsin State Department of Health, Vital Records Office. Knowledge of any updates to laws and/or rules that would be administered by the State of Wisconsin Department of Health, Vital Records Office. Skill and ability to troubleshoot document management software. Specialized knowledge pertaining to the department in which employed, specifically relating to vital records and medical terminology and funeral home requirements. Ability to navigate the World Wide Web. Ability to direct the work activities of employees. Ability to assess customer needs and provide consistently exceptional customer service. Ability to communicate effectively both orally and in writing. Ability to plan, multitask and prioritize duties in a busy work environment. Ability to establish and maintain effective working relationships with staff and the public. Ability to adapt to changes in the work environment. Ability to participate in specialized training of the Statewide Vital Records Information System. Ability to work the required hours of the position. Ability to make decisions in accordance with established rules, regulations and policies. Ability to interview and obtain information from the public, occasionally under stressful circumstances. Ability to demonstrate skills in problem solving. Ability to understand and carry out moderately complex oral and written instructions. Ability to train new employees.