Duties of the Clerk

Services and functions provided by the County Clerk's Office include:


Commission

  • Attend all sessions of the County Commission to record minutes, compose minutes, and archive the formation of the County
  • Maintains all contract with the County
  • Keep the county seal
  • Attests the signatures of the County Commissioners on documents

County Duties

  • Handle all County Accounts Payable, Payroll and Bids/Quotations, Claims Allowed
  • Issue Building Moving Permits by working with mover and Road and Bridge Department
  • Develop a County Plan for the vacation of road right-of-ways and alleys- work with Road and Bridge, utilities, County Commission
  • Register as a Notary and be available to conduct notarizations
  • Administer Oaths of Office and Swear-in Sheriff's Deputies
  • Check Treasurer's daily Statements for accuracy
  • Maintain fixed asset inventory for the County
  • Charter Resolutions- File with Kansas Secretary of State 61 days after second publication
  • Interlocal Agreements- File with the County Register of Deeds Office, Kansas Secretary of State, after obtaining approval from the Kansas Attorney General
  • Private Burial Grounds- County Clerk to file suit against those who damage monuments and fencing at private burial grounds not otherwise provide for by a will or deed
  • Sheriff Duties- If the Sheriff and Undersheriff are no longer able to conduct the duties of the office, the Clerk becomes acting Sheriff
  • Bond Filing Surety Bonds
  • Maintain Personnel Handbook

Elections/Voter Registration

  • Election Officer
  • Maintain accurate Voter Registration rolls
  • Collect filing fees for local candidates
  • Verifies signatures on petitions for candidates, question indicatives and recalls
  • Recruits, appoints and trains board workers for all elections
  • Responsible for all aspects of election: ballots, polling sites and equipment in accordance with federal, state and local laws and regulations
  • Maintains records of elections in official abstract

Real Estate Records

  • Receive Deeds, prepare fore certification signature, record in transfer book, and update Real Estate Records
  • Maintain Real Estate and Correction Order computerized program as Tax Roll and Add/Escaped Roll
  • Enter Court documents for estates, which include real estate into transfer records in Clerk's Office
  • Maintain Severed Minerals

State Agencies

  • Annual Statement of Outstanding Bonds, Temporary Notes, and No-Fund warrants
  • Issue Park Permits, Boat Registrations, Hunt and Fish Licenses, Deer Tags/Turkey Tags using the newly instituted state automated licensing system
  • Issue Cereal Malt Beverage and Class A, B Liquor Licenses through work with Kansas Department of Revenue and ABC
  • Help eligible taxpayers with filing of Homestead and Food Sales Tax claims

Taxation

  • Tax Unit Boundary Certification- prepare tax unit map for County Appraiser, PVD and State Assessed Public Utilities
  • Motor Vehicle Abstract Certification annually
  • July and November Abstract Certification to KDOR-PVD
  • Tax Process-Transfer from ORION into County tax program
  • Create, generate, and print tax statements
  • Set and certify levies annually
  • Apply ground water costs and placement on tax roll
  • Create, generate, and mail Notice of Estimated Ad Valorem Taxes. This will include the Revenue Neutral Rate and estimates tax, as well as the estimated tax impact from proposed budgets of the taxing subdivisions levying ad valorem tax on property.