Records Specialist-Register of Deeds

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 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.

Requirements

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