Records Specialist-Register of Deeds

About the role

This position involves the review, acceptance, or rejection of vital records (Death, Marriage, Domestic Partnership Termination, and Military Discharge Records) using independent judgment, initiative, and specialized knowledge of laws and regulations. The role also includes issuing certified copies of vital records and conducting transactions with the public that require interpretation of laws, rules, and departmental policies.

Responsibilities

• 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 within one business day (genealogy requests 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 worksheets into the Statewide Vital Records Information System.
• Review and accept Removal of Corpse Notifications and verify death records in the Statewide Vital Records Information System.
• Issue death certificates to funeral homes as requests come into the vitals email, checking the system periodically throughout the day.
• Manage two online ordering systems and issue vital records in accordance with orders, checking for new orders periodically throughout the day.
• Review death information for accuracy in the Statewide Vital Records Information System before it reaches 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, and account for all monies handled.
• Perform detailed arithmetic calculations in processing applications and information.
• Greet customers at the counter and assist them with completing applications for vital records.
• Maintain training materials for new hires and train them on policies, procedures, and day-to-day activities.
• Answer questions regarding departmental regulations and policies, and assist the public with inquiries about vital records via phone or in person.
• Perform searches of vital record indexes and documents.
• Manage vital records internet email boxes.
• Establish and maintain effective working relationships with staff, other County departments, vendors, and the public.
• Analyze and interpret information contained in various documents, forms, and reports for processing.
• Assist and instruct genealogists/customers on how to search public indexes and records.
• Scan and print records using Laserfiche, and maintain older vital records in the Laserfiche system.
• Scan new veteran discharges (DD214s) into the Laserfiche system received from the Brown County Veterans Service Office.
• Process overnight express shipping of certified copies of vital records as requested.
• Verify the start-up cash drawer containing $150.00 for daily transactions.

Requirements

• Exceptional communication skills to interact with a diverse population, often dealing with sensitive or confidential information.
• Ability to maintain effective and open communication with physicians, medical examiners, funeral directors, attorneys, officiants, and professional records personnel.
• Knowledge of general office procedures, business English, spelling, and grammar.
• Proficiency in using computers and required software, including document management systems.
• Knowledge of indexing systems and procedures.
• Specialized knowledge of the Statewide Vital Records Information System and the rules and regulations governing the Wisconsin State Department of Health, Vital Records Office.
• Ability to troubleshoot document management software.
• Specialized knowledge of vital records, 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.
• Strong oral and written communication skills.
• 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 for the Statewide Vital Records Information System.
• 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.
• Problem-solving skills and the ability to understand and carry out moderately complex oral and written instructions.
• Ability to train new employees.

Physical Demands

• Lifting up to 25 pounds maximum, with frequent lifting and/or carrying of objects weighing up to 20 pounds.
• Intermittent standing, walking, and sitting.
• Repetitive single grasping, fine manipulation, pushing, pulling, and operating controls using hands and/or feet.
• Occasional bending, twisting, squatting, reaching, and grappling.
• Clear oral communication and ability to distinguish sounds at various frequencies and volumes.
• Ability to distinguish people or objects at varied distances under different light conditions.