| Location | Green Bay, WI |
Records Specialist-Register of Deeds
Salary
$21.33 Hourly
Location
Northern Building, 305 E. Walnut St. Green Bay, WI
Job Type
Full-time
Job Number
2026-00816
Department
Register of Deeds
Opening Date
08/18/2026
Closing Date
8/25/2026 11:59 PM Central
Job Summary
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.
NON-ESSENTIAL DUTIES:
Performs related functions as assigned.
MATERIALS AND EQUIPMENT USED:
General office equipmentScanner
ComputerPrinter
TypewriterFax Machine
Paper Cutter
Minimum Qualifications Required
Education and Experience:
High School Diploma plus one year experience in a similar position; or any equivalent combination of education, training and experience which provides the necessary knowledge, skills and abilities. Experience with vital records and medical terminology preferred.
Licenses and Certifications:
Complete Access Rights and Security/Confidentiality Agreement in accordance with State of Wisconsin Department of Health Services, Vital Records Office rules and regulations.
Complete Vital Records Confidentiality and Non-Disclosure Agreement yearly in accordance with the Department of Health Services, Vital Records Office rules and regulations.
Knowledge, Skills & Abilities
Knowledge, Skills and Abilities:
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.
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 bending, 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.
This position description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this description.
Brown County is an E-Verify employer. Click the links below for more information.
https://www.browncountywi.gov/i/f/files/Human-Resources/E-Verify%20Participation%20Poster(1).pdf
https://www.browncountywi.gov/i/f/files/Human-Resources/IER%20Right%20to%20Work%20Poster.pdf
Brown County offers a substantial benefit package. Here is some information:
Eligible Employees:
You may enroll in the Brown County benefits if you are an employee classified as a 0.5 FTE (full-time equivalent) working at least 18.75 or 20 hours per week.
Health Care:
Emplify Health by Bellin Nearsite Healthcare: Those enrolled in the Countys health plan can access primary care, urgent care, lab work, physical and occupational therapy services at designated Bellin locations at no cost to the plan member.
Bellin Health FastCare: This convenient care clinic offers employees and dependents enrolled in the health plan to seek care at any FastCare location at no cost.
Teladoc: Offered at $0 employee cost.
Employee Assistance Program (EAP):
Offered through AllOne Health at $0 employee cost.
Medical Benefits:
Brown Countys medical plan is administered by UMR. CVS Caremark administers the prescription drug benefits portion. We have a tiered system for employee contributions.
Dental Plan:
Brown County offers two dental plans, Delta Dental allows you to choose any dentist while the Care Plus plan requires you to see a Dental Associates dentist.
One Pass Select gym program:
We offer a subscription-based fitness and well-being program that supports a healthier lifestyle.
Vision:
We offer a voluntary vision plan through EyeMed Insight Network.
Flex Spending:
Healthcare FSA is offered as a cost savings tool to help with common medical expenses not covered by your insurance.
Student Loan Forgiveness Program
Also, working for the County means you can apply for student loan forgiveness after 10 years of employment based on qualifications. Learn more here: https://dpm.wi.gov/Pages/Job_Seekers/StudentLoanForgiveness.aspx
We also offer Accident Insurance, Cancer Insurance, Critical Illness Insurance, Life Insurance and Pet Insurance.
Employer Brown County
Address P O Box 23600
Green Bay, Wisconsin, 54305
Phone 920-448-4071
Website http://www.browncountywi.gov