Records Specialist

Core Values

• Invested in Serving
• Better Together
• Create Progress
• Support Through Compassion

Reporting to the Register of Deeds, the Records Specialist assists in the daily operations of the department with primary responsibilities as lead receptionist; receiving, filing and issuing vital records; and recording, reviewing and indexing real estate documents.

Monday-Friday 8:00 AM - 4:30 PM

320 S. Walnut St. in Appleton, WI

• Full benefits package available here: https://(Use the "Apply for this Job" box below).-Information
• Posting closes Wed. 03/18/26 4:00 PM Central Time

• Responsible for Wisconsin Vital Records, including filing, preserving, protecting and issuing copies in accordance with State Statute regulations.
• Register marriage and death into the state SVRIS in accordance with state statues.
• Index vital records accurately, including birth, death, marriage and domestic partnerships.
• Scan marriages for printing on security bond paper and verify both indexing and scanning process for accuracy.
• Issue authorized online vital records ordering service for Vitalchek.
• Assist customers with processes for fixing problems on their vital records per state statutes.
• Process requests for the Veterans, DHS, child protection and the District Attorney’s office.
• Collect and receipt proper fees, monitor numbers from security paper for each certified copy issued.
• Assist genealogists with research and prepare copies when requested.
• Knowledge of balancing cash drawer, credit/debit card, checks and close out credit card system; troubleshoot balancing issues.
• Serve as lead person keying data into grantor and grantee indexing system, following specific guidelines, verifying keyed data and scanning documents into imaging system.
• Provide basic information from the tract index and plat maps to the public, attorneys, title companies, surveyors, brokers and lending institutions.
• Receive and examine paper and electronic real estate documents, ensuring compliance with state requirements; inspect transfer receipts for completeness and collect recording and transfer fees.
• Serve as receptionist: answer phones, take messages, greet and direct the public, and furnish information.
• Receive and sort mail for distribution; prepare return mail of recorded documents/vital records.
• Work on back indexing projects and track progress.

• High school or G.E.D. with training in office practice, clerical skills, basic computer or general accounting, and at least one year of clerical experience preferably in legal or real estate work.
• Or any equivalent combination of education and experience that provides equivalent knowledge, skills, and abilities.

• Knowledge of and demonstrated ability to conform to goals, policies, and procedures of the Department as well as the Outagamie County Work Rules and Terms of Employment.
• Knowledge of state statutes regarding the Register of Deeds operation, and the ability to communicate and interpret those statutes.
• Knowledge of real estate law as it applies to the Register of Deeds operation.
• Knowledge of office procedures, grammar and spelling.
• Ability to follow instructions accurately and follow specific keying guidelines for indexing documents.
• Ability to operate office equipment including computer terminals and printers, scanners, telephones, typewriters, calculator, etc.
• Ability to use mainframe computer, automated record‑keeping software, and keyboard with accuracy.
• Must have good penmanship, excellent sight verification skills and a good memory.
• Ability to work well with other employees, the public and other departments.
• Ability to effectively communicate in English and understand and follow written and oral instructions.
• Ability to handle large amounts of money and make change.
• Ability to add, subtract, multiply, and divide simple mathematical calculations and perform basic accounting procedures.
• Ability to work well under pressure and accurately meet deadlines.
• Ability to maintain confidentiality.
• Ability to lift, carry, push, pull or otherwise move up to 50 pounds, understanding and utilizing proper body mechanics.

Outagamie County is an equal opportunity employer. In compliance with the Americans with Disabilities Act, the county will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective employees and incumbents to discuss potential accommodations with the employer.

Posting closes Wed. 03/18/26 4:00 PM Central Time. Applications will no longer be accepted after the closing time.