Vital Records Jobs (NOW HIRING)

VITAL RECORDS CLERK

Register of Deeds - Courthouse

$16.87 to $25.31 Per Hour

Closing Date: July 06, 2026, or sooner upon receipt of the first 50 application submissions received

Job Summary:  The Vital Records Clerk is a custodian of all vital records (Birth, Death, Marriage, Divorce, and Domestic Partnership) responsible for processing vital records requests and registering Marriages/Deaths into the State SVRIS System in accordance with state statutes and directives.

Job Duties and Responsibilities:

• Process customer requests efficiently in person, online (Vitalchek), or by mail per State Statutes. Process Federal, State, County, and City entities requests. Calculate/verify fees given to cashier. The volume of documents sold is approximately 6,300/month.
• Perform data entry functions to cashier nine (9) categories of vital records fees. Receive tender (approx. $2,000 daily) via cash, check, and credit/debit card. Close out Kiosks daily. Balance cash drawer and prepare cash count slip. Troubleshoot balancing issues.
• Assist customers with the process for fixing problems on their vital records per State Statutes. Verify information of each record requested from State Vital Records Office (SVRO) required to update data for Statewide Issuance.  Verify requests from Social Security office.
• Analyze original vital records (deaths, marriages, domestic partnerships, and other transaction records) to determine if information is accurate. Correct the records by collaborating with all entities (officiants, funeral directors, State Vital Records employees, County employees, etc.).
• Index, file, and refile all vital records accurately. Scan each document for printing on security bond paper. Verify both indexing and scanning processes for accuracy. Teach genealogists how to use indexing system and provide help with their family searches
• Perform all duties as may be assigned.

Minimum Requirements:

• Current Resident of the State of Wisconsin
• High School Diploma or GED equivalent
• At least one (1) year of recent customer service experience performing clerical work, cashiering, and data entry.
• Experience with general office equipment including personal computer, scanner, typewriter, calculators, embossers and printers.
• At least basic experience with Microsoft Office, Word, Excel, and Outlook applications
• The ability to lift/carry/push/pull up to 30 pounds on a regular basis

Preferred Experience:

• Practical experience with SVRIS (Statewide Vital Records Information System), OnBase (indexing & scanning), AVID, Vitalchek (internet requests) software is highly preferred
• The ability to read cursive or the willingness to learn is required as old records and indexes are written in cursive

Additional Knowledge, Skills and Abilities: The ability to multi-task, attention to details is imperative. Software applications are used by all vital records clerks which include SVRIS (Statewide Vital Records Information System), OnBase (indexing & scanning), AVID, Vitalchek (internet requests), Excel and Word. Frequent contact with employees or other external people primarily at a routine level involving basic information exchange and to gather information, answer queries, and/or ask for assistance; skilled at explaining information and the gathering of information, which may include the communication of sensitive or confidential information; at times customers can be verbally abusive to the employees. Ability to read, write and comprehend simple instructions, short correspondence and memos; interpret safety rules, operating maintenance instructions and procedure manuals; write routine reports, correspondences, and speak effectively before both internal and external groups. Work of a relatively routine and structured in nature and requires the ability to understand and follow instructions. Work requires Standing, Walking, Sitting, Squatting, Talking, Visual, Climbing. The Ability to Lift/Carry/Push/Pull up to 30lbs, Manual Dexterity and Upper Extremity and Repetitive Motion.

NOTE:  This ORIGINAL APPLICATION is open to qualified residents of the State of Wisconsin at the time of application. Candidates need to submit a full account of their training and experience (i.e., by submitting an up-to-date resume or by fully completing the application) during the application process and may also be asked to take additional written or performance tests as part of the selection process.

APPLICANTS MUST POSSESS MINIMUM QUALIFICATIONS AT TIME OF FILING APPLICATION

PG-NR14 (3400 ROD) K.M.