<p>Records Specialist</p> <p>Salary</p> <p>$22.61 - $25.45 Hourly</p> <p>Location</p> <p>Appleton, WI</p> <p>Job Type</p> <p>Full-time</p> <p>Job Number</p> <p>2603459</p> <p>Department</p> <p>Register of Deeds</p> <p>Opening Date</p> <p>02/24/2026</p> <p>Closing Date</p> <p>3/18/2026 4:00 PM Central</p> <p>Typical Work Hours/Shift:</p> <p>Monday-Friday 8am-4:30p</p> <ul> <li>Description </li><li>Benefits </li><li>Questions </li></ul> <p>Outagamie County Core Values</p> <p>Invested in Serving</p> <p>Better Together</p> <p>Create Progress</p> <p>Support Through Compassion</p> <p>Position Purpose</p> <p>Reporting to the Register of Deeds, the Records Specialist assists in the daily operations of the department with primary responsibilities being lead receptionist; receiving, filing and issuing vital record; and recording, reviewing and indexing real estate documents.</p> <p>HOURS: Monday-Friday 8:00 AM - 4:30 PM</p> <p>LOCATION: 320 S. Walnut St. in Appleton, WI</p> <ul> <li>This position includes the full benefits package, and you can find out more here: https://www.outagamie.gov/Our-County/Human-Resources/Employee-Benefits-Information </li></ul> <p>Posting closes Wed. 03/18/26 4:00 PM Central Time</p> <p>Key Responsibilities</p> <p>The following duties are most critical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.</p> <ul> <li>Responsible for Wisconsin Vital Records. Includes filing, preserving, protecting and issuing copies. Follows State Statute regulations. Records include birth, death, marriage and divorce decrees. Also included are records of domestic partnerships and terminations. </li><li>Responsible for registering marriage and death into the state SVRIS in accordance with state statues. </li><li>Index vital records accurately including birth, death, marriage and domestic partnerships. </li><li>Scan marriages for printing on security bond paper. Verify both indexing and scanning process for accuracy. </li><li>Issue authorized online vital records ordering service for Vitalchek. </li><li>Assists customer with process for fixing problems on their vital records per state statues. </li><li>Process request for the Veterans, DHS, child protection and the District Attorney's office. </li><li>Collects and receipts proper fees, monitors numbers from security paper for each certified copy issued. </li><li>Assists genealogists with research and prepares copies when requested. </li><li>Knowledge of balancing cash drawer, credit/debit card, checks and close out credit card system. Trouble shoot balancing issues. </li><li>Serves as lead person keying data into grantor and grantee indexing system, following specific guidelines, verifying keyed data and scanning documents into imaging system. </li><li>Provides basic information from the tract index and plat maps to the public, attorneys, title companies, surveyors, brokers and lending institutions. </li><li>Receives and examines paper and electronic real estate documents from attorneys, title companies and the public, ensuring compliance with state requirements; inspects transfer receipts for completeness and collects recording and transfer fees. </li><li>Serves as receptionist, answering phones, taking messages, greeting and directing the public, and furnishing information. </li><li>Receives and sorts mail for distribution. Prepares return mail of recorded documents/vital records. </li><li>Work on back indexing projects and track progress </li></ul> <p>Education/Certifications/Experience Requirements</p> <ul> <li>Graduation from 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. </li><li>Or any equivalent combination of education and experience that provides equivalent knowledge, skills, and abilities. </li></ul> <p>Required or Preferred Skills</p> <ul> <li>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. </li><li>Knowledge of state statutes regarding the Register of Deeds operation, and the ability to communicate and interpret those statutes. </li><li>Knowledge of real estate law as it applies to the Register of Deeds operation. </li><li>Knowledge of office procedures grammar and spelling. </li><li>Ability to follow instructions accurately and follow specific keying guidelines for indexing documents. </li><li>Ability to operate office equipment including computer terminals and printers, scanners, telephones, typewriters, calculator, etc. </li><li>Ability to use mainframe computer, automated recordkeeping software, and keyboard with accuracy </li><li>Must have good penmanship, excellent sight verification skills and a good memory. </li><li>Ability to work well with other employees, the public and other departments. </li><li>Ability to effectively communicate in English and understand and follow written and oral instructions. </li><li>Ability to handle large amounts of money and make change. </li><li>Ability to add, subtract, multiply, and divide simple mathematical calculations and perform basic accounting procedures. </li><li>Ability to work well under pressure and accurately meet deadlines. </li><li>Ability to maintain confidentiality. </li><li>Ability to lift, carry, push, pull or otherwise move up to 50 pounds, understanding and utilizing proper body mechanics. </li></ul> <p>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.</p> <p>Outagamie County offers Benefit options and paid time off for team members that work 20+ or more hours per week. Learn more today by visiting: https://www.outagamie.org/government/departments-f-m/human-resources/employee-benefits-information</p> <p>Outagamie County Diversity Statement:</p> <p>Outagamie County is committed to developing, nurturing, and sustaining an equitable community and workforce where all individuals can thrive. We pledge to amplify the voices of under-represented communities or those who were historically excluded, by removing barriers that result from racial, social injustice and inequities. We strive to ensure that equity, diversity, inclusion are embedded at all levels of Outagamie County programs and departments through acknowledging, analyzing, and addressing the root causes of inequities. We will create and advance equitable polices, practices and procedures, including, but not limited to County services, recruitment and retention, policies and practices, budgeting and procurement. We commit to being transparent and will continually evaluate and update our values when identified goals and objectives are not being achieved or sustained. Outagamie County will strive to create an inclusive environment where every community member feels like he/she/they belong.</p> <p>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.</p> <p>OUTAGAMIE COUNTY OFFERS A COMPREHENSIVE AND HIGHLY COMPETITIVE BENEFITS PACKAGE TO ITS EMPLOYEES.</p> <p>LEVELS OF BENEFITS CAN VARY BASED ON EMPLOYMENT STATUS AND EMPLOYEE GROUP.</p> <p>Medical Coverage</p> <p>Outagamie County currently offers eligible employees a Low-Deductible Health Plan and a High Deductible Health Plan with a Health Savings Account (HSA). Each of these plans are available for single or family coverage at affordable rates.</p> <p>Dental Coverage</p> <p>Eligible employees may choose either single, limited family, or family coverage.</p> <p>Vision Coverage</p> <p>Outagamie County offers single, employee plus one, employee plus children, and family voluntary vision insurance for those that are benefit eligible. Vision insurance coverage provides an opportunity for employees to save money on routine vision exams, contacts, eyeglass frames, and lenses.</p> <p>Life Insurance</p> <p>Outagamie County provides group life insurance for full-time employees. The cost of this coverage is paid for in full by the County.</p> <p>Voluntary Short-Term Disability Insurance</p> <p>Short-Term Disability pays the employee a portion of his or her income for a specified period of time, as determined by the plan. The Short-Term Disability plan provides coverage for injuries and illnesses that occur outside of work. The premium for this coverage is paid entirely by the employee and is available to active employees that meet the hours threshold requirements.</p> <p>Long-Term Disability Insurance</p> <p>All regular, non-union full-time employees are eligible for long-term disability coverage. Premiums are fully paid by the County.</p> <p>Wisconsin Retirement System</p> <p>Wisconsin Retirement Program helps provide for financial security during retirement. Monthly annuity payments at retirement are calculated using years of creditable service, average earnings (based on three highest years of earnings), formula factors, age at retirement and selected annuity option.</p> <p>The retirement plan consists of two parts: an employee-required portion and an employer-required portion. Outagamie County pays the employer portion, and employees are responsible for paying the employee-required portion, which is determined by the state each year. Enrollment is required for eligible employees. Eligibility is determined based on Wisconsin Retirement System plan rules.</p> <p>Deferred Compensation</p> <p>Deferred Compensation allows employees to set aside pre-tax earnings toward retirement. Employees can save up to 100% of their compensation, to a maximum of $23,500 annually, or as little as $10.00 per paycheck. The amount deferred reduces year-end state and federal income tax base. All the earnings will accrue tax-deferred until such time as the assets are withdrawn, generally at retirement, termination, or other special circumstances. There is also an after-tax 457 Roth contribution option.</p> <p>Flexible Spending Account Plan</p> <p>The Flexible Spending Account Plan saves money by allowing the employee to pay for certain medical related expenses and dependent care expenses on a pre-tax basis, reducing annual taxable income resulting in Federal, State, Social Security, and Medicare tax savings.</p> <p>Employee Assistance Program</p> <p>Outagamie County has an Employee Assistance Program (EAP). The services offered as part of the County's plan are a benefit provided at no cost to its employees and their immediate family members to help deal with life's stresses. EAP consists of caring individuals who are certified counselors. They offer professional support and direction towards resolving problems or concerns. They can also help by referring the employee to another resource if assistance is needed beyond the EAP.</p> <p>Paid Time Off</p> <p>Outagamie County offers several paid time off benefits that include: vacation, personal holidays, national holidays, sick leave, bereavement leave and military leave.</p> <p>Employee and Family Clinic</p> <p>Primary Health Services, Acute Health Care and Physical Therapy are available to employees and dependents ages 12 months and up (age 13 and up for physical therapy), who are covered on a county health plan. A Health Coach is available to all employees, and to dependents covered under a county health plan age 14 and older. There is an onsite location and a shared clinic site location.</p> <p>Fitness Center</p> <p>Located at the downtown campus, a brand new fitness center with treadmills and other gym equipment is available to all employees from 5am to 10pm daily.</p> <p>Pet Insurance</p> <p>Please note that the pet insurance offers are discounts offered to Outagamie County employees and are not programs sponsored by Outagamie County. Please contact the companies directly for any questions, concerns or service issues.</p> <p>If you would like to learn more, please click below about the benefits.</p> <p>Values of Excellence (Recognition Program)</p> <p>A program designed to celebrate the big wins, the daily efforts and everything in between of our county employees, which such a great place to grow, work, and thrive together. Where anyone as a county employee can recognize someone for a job well done!</p> <p>Continuing Education</p> <p>Outagamie County encourages continuing education by offering Education Reimbursement. This reimbursement is intended to provide assistance to the employee for out-of-pocket expenses for continuing education for the mutual benefit of the employee and Outagamie County, not covered in the departmental budget.</p> <p>Any Outagamie County employee in good standing, averaging twenty (20) hours or more per week during the six (6) months prior to the start of the course, is eligible to apply. This statement is not all-inclusive in regard to tuition reimbursement.</p> <p>https://www.outagamie.gov/Our-County/Human-Resources/Employee-Benefits-Information</p> <p>01</p> <p>Do you have previous clerical experience in legal or real estate work? If so, please briefly explain.</p> <p>Required Question</p>