Full Time Document Indexing Jobs (NOW HIRING)

Salary: $24.82 - $26.98 Hourly
Location : Courthouse, 51 S. Main St., Janesville, WI
Job Type: Full Time/Part Time
Job Number: RC-0805232
Department: Register of Deeds
Opening Date: 06/23/2026
Closing Date: 7/10/2026 5:00 PM Central
Position Summary and Job Duties
This is at Part-Time 16hr/week Position
Hours will be 10:00am-2:00pm, 4 days per week
Primary reference resource for obtaining information concerning vital records, real estate records and personal property recordings. Directly responsible for the duties necessary for the review, recording, indexing, accessing, bookkeeping and preparation of certified copies of vital records of all birth, death, marriages, divorces and domestic partnerships in Rock County, all military discharge records and legal instruments affecting interest in real estate.
95% - Primary reference resource of obtaining information concerning vital records, real estate records and personal property recordings:
Computer data entry into real estate database from recorded documents.

• Reviews real estate documents for accuracy, completion and conformity under state statute before being accepted.
• Prepares real estate documents for recording and stat entry.
• Searches real estate database for recorded and filed documents.
• Performs quality control of real estate documents.
• Scan recorded documents and vital records
• Assigns numbers to vital records, indexes and file records and send originals to State Vital Statistics.
• Prepares amendments to vital records according to statutory and administrative code procedures.
• Reviews death and marriage records for completeness and accuracy according to statutory and administrative code requirements.
• Receives, reviews, indexes and files military discharge papers presented by veterans services.
• Processes, collects fees, generate computer receipts, balance daily cash, check, charge and escrow accounts; review and verify receipts and reports and make adjusting entries as required.
• Reviews the application forms and personal identification presented by counter or mail for certified copies of vital records.
• Maintain the indexes, locates the records, prepares certified copies of documents for customers or other agencies.
• Explains to general public how to search the real estate records and the vital records open to the public.
• Examines and verifies Uniform Commercial Code filings.
• Works the counter as needed.
• Answers correspondence through email, mail and telephone.
• Retrieves and processes orders and recordings from secure websites.
• Acts as agent for the Wisconsin Department of Safety and Professional Services to complete stipulation and waiver forms for Rental Unit Efficiency Standards and collects appropriate fees.

5% - Performs other duties as assigned.
Success Factors (KSA's)

• Knowledge of real estate documents related to ownership and other types of interest in real estate.
• Knowledge of the varied methods of real estate financing.
• Knowledge of state statute related to real estate instruments and recording documents.
• Knowledge of legal descriptions related to real estate.
• Ability to identify document types and the ability to locate and enter appropriate information into a complex database index.
• Knowledge of state statute related to vital records and the recording of such documents.
• Knowledge of document indexing.
• Knowledge of basic system analysis, principles and practices.
• Knowledge of general computer skills and Microsoft Office Suite.
• Knowledge of computerized record keeping.
• Ability to enter data accurately and at an acceptable rate.
• Ability to enter large amounts of money into a cashiering system correctly and maintain the bookkeeping system for these fees accurately and correctly.
• Ability to interpret, explain, and apply policies, regulations, laws and procedures.
• Ability to establish and maintain effective working relationships with other employees, cooperative agencies, other departments and the public
• Skill in communicating effectively, orally and in writing
• Ability to assist in implementing new programs and to assist in the training of staff.
• Ability to perform assigned functions with a minimum of error.

Job Requirements, Education, Training & Experience

• Requires any combination of training and experience equivalent to three (3) years of clerical experience.
• Computer experience in Windows and Microsoft Office.
• One (1) year of substantial involvement with a wide variety of real estate documents.
• One (1) year of involvement with vital records preferred.

Essential Job Functions (physical elements, equipment and working conditions)
Physical elements:

• Ability to sit for long periods of time.
• Ability to lift up to 30 pounds occasionally or a negligible amount of force frequently to lift, carry, push or pull.
• Ability to bend occasionally.

Equipment use:

• Ability to use a keyboard efficiently and accurately.
• Familiar with the use of other types of office equipment such as printer, scanner, copy/fax machine, etc.

Working conditions:

• Almost all work indoors.

Rock County Employee
Facts and Benefits Highlights

• Rock County historic and cultural attractions:Rock County is in south Central Wisconsin along the Illinois border. The County has a population of 161,188 making it the ninth largest County in Wisconsin. Janesville, Wisconsin (pop. 64,009) is the county seat. Janesville is located on the I39/90 corridor, forty miles south of Madison, seventy-six miles west of Milwaukee and about two hours from Chicago.

Rock County's many historic and cultural attractions include the City of Evansville historic district, Beloit College (an acclaimed liberal arts institution located in the City of Beloit) and the City of Janesville's Rotary Botanical Gardens and Tallman House (an exceptional example of Italian villa style architecture from the mid 1850's).
The Cities of Janesville and Beloit have a combined symphony orchestra, as well as individual performing arts centers. The Rock County Fair and Riverfest are regional cultural celebrations held every summer in the Cities of Janesville and Beloit respectively. These Cities both have extensive park and open space networks, including portions of the Ice Age National Scenic Trail, a Statewide trail commemorating the State's geologic history. Additionally, the Rock River runs through these Cities, offering many recreational opportunities.

• Salary:

Rock County has updated their pay grid in 2023 and it has 14 steps for every classification. Below is the link to locate the compensation grid and see each of the classifications that Rock County has to offer.
Employees are paid every two weeks on Friday (26 checks in a year). Paychecks are directly deposited in the employee's bank account. There is a two-week delay between the pay period worked and the payday. New employees generally wait four weeks before they receive their first check, which is a live paper check. Direct deposit is a requirement of employment.

• Holidays (Ordinance 18.501):

The following holidays are observed by the County and shall be granted to regular employees with pay and to temporary employees without pay, unless such employees are required to be on scheduled work:
(a) New Year's Day
(b) Martin Luther King Jr. Day
(c) Spring Holiday to be observed the Friday immediately preceding Easter
(d) Memorial Day
(f) July 4th
(g) Labor Day
(h) Thanksgiving Day
(i) Friday following Thanksgiving
(j) Day before Christmas
(k) Christmas Day
(l) One Floating Holiday
(m) Any additional holiday granted by the County Board.
(n) The County Administrator may designate additional holidays in unusual circumstances with the approval of the County Board Chair and/or Vice Chair.
For employees working the standard work schedule, when a holiday falls on Saturday, it shall be observed on the preceding Friday. When a holiday falls on a Sunday, the following Monday shall be observed.
For employees not working the standard work schedule see the HR Policies and Procedures.

• Vacation (Policy & Procedure Manual 5.47):

Employees (.4 FTE or greater) hired on or after April 10, 2023, shall earn vacation according to the following schedule:

• Health Insurance including our Wellness component:

Rock County offers a dual choice point of service plan. Employees will have a choice to elect coverage with either Dean Health Care or Mercy Health Care. Employees can enroll within the first 30 days of employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. The County will pay 90% of the premium for health insurance and the Employee may earn the remaining 10% of the premium, based on the terms of participation of the Healthy Employee Incentive Program.

• Sick Leave (Policy 5.39):

Sick leave pay shall commence on the first day of any period of illness due to accident, injury, or disease.
All full-time employees shall earn one sick leave day per month of continuous employment. All part-time employees whose regular workweek is sixteen hours or more shall earn one sick leave day on a prorated basis directly in relation to the normal full time employment period. All part-time employees, who work less than sixteen hours per week, shall not earn sick leave. Temporary and seasonal employees are not eligible for sick leave. Sick leave shall accrue to a maximum of one hundred thirty days.

• Dental Plan:

The County offers a dental plan through Delta Dental and will pay 60% of the applicable
premium for the lowest cost plan. Employees can enroll within the first 30 days of
employment, after that there is an annual open enrollment period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made. Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Vision Plan:

The County offers a vision plan which employees can enroll in at their own cost. Employees
can enroll within the first 30 days of employment, after that there is an annual open enrollment
period in the fall. In the case of a qualifying event (birth, marriage, FTE increase, loss of coverage, etc.), the employee will also have 30 days to enroll or make changes. No exceptions will be made.
Newly enrolled employees will likely see a double deduction on their first paycheck; premiums are paid one month in advance.

• Life Insurance:

The County provides term life insurance through the State of Wisconsin Plan. Employees can purchase insurance in increments based on their salary, up to five times their salary. The County will contribute 20% of the cost for the first increment only - one times the employee's salary. Employees can also purchase coverage for their spouse and/or children.
*Eligibility for this benefit is tied to whether the employee is eligible for retirement benefits. (You must be expected to work for at least 12 months and 1200 hours, or have previously qualified for the WRS)

• Voluntary Benefits:

The County offers voluntary benefits which employees can enroll in at their own cost. Employees
can enroll within the first 30 days of employment, after that there is an annual open enrollment
period in the fall. Voluntary benefits may include: Disability, Hospital indemnity, Supplemental Life, Critical Illness, and Accident Insurance. Employees are responsible for 100% of the premiums for any voluntary benefits elected. Deductions are taken post tax. Please visit the Human Resources intranet page for more information.

• Deferred Compensation:

Employees can participate in one of the identified deferred compensation plans (Nationwide, Wisconsin Deferred Comp, and Security Benefits) at their own cost.

• Flexible Spending Account (Medical and Dependent Care):

Employees can elect to put an annually IRS established amount into a flexible spending account through (EBC) to pay for their own non-reimbursed medical care expenses. Employees can also put in up to $5,000 for dependent care accounts.
If you leave County employment, you have ninety (90) days to submit expenses incurred prior to your last day.

• Retirement:

Rock County participates in the Wisconsin Retirement System (WRS). Eligible employees are required to participate. What an employee receives at retirement is dependent upon several factors - age, length of service, salary.
Rock County and the employee make equal contributions to the Wisconsin Retirement System on behalf of the employer. The contribution rate is addressed in the employment letter.
Employees in protective status have the percentage contributions defined in their respective collective bargaining units.
Employees who have questions about their retirement benefits should contact WRS.

• Bereavement Leave (Policy 5.04):

In the event of a death an employee may be excused from work without loss of pay for up to a maximum of thirty-two (32) hours annually for the purpose of attending a person's wake, visitation, memorial service, funeral,