Records Specialist-Register of Deeds

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. 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.

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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.…