Responsibilities of the Clerk
About the County Clerk’s Office…
The County Clerk, an Elected Position, plays a unique role in County Government, in the Kansas Constitution, and the Kansas Statutes place a great amount of legal responsibility in the position.
This is the Office of Record for the Board of County Commissioners and acts as the official secretary to the Board of Commissioners, either in person or by deputy; keeps the seal, records the papers of the board, signs the records of proceedings, and attests the same with the official seal of the county, and is the official repository for all board records and county documents.
County Election Officer – is responsible for all local, state, and federal elections, voter registration, voter history, candidates filing for local offices, campaign expense reports, advance voting applications, mailings, and election results within Cherokee County.
Tax Administration – The County Clerk must finalize the assessed values on all real estate and personal property in the county and maintains tax accounts. The County Clerk sets the county wide mill levy and after the tax levies are set, special assessments are applied, the County Clerk prepares the tax roll and tax statements for the Treasurer to print.
Financial Administration – The County Clerk, by law shall observe all claims against the county, certify that the budget is available to cover all claims, and then charges the County Treasurer with those claim payments. The Clerk shall have a good working knowledge of all County Department Budgets and expenditures in order to present the claims to the County Commissioners. The Clerk, for audit purposes, must keep a clear audit trail for the accounting of all receipts and disbursements. All account payables are processed twice a month. The Clerk must Balance, Distribute and Certify the Motor Vehicle Tax. Currently, the County Clerk assists in budget preparation of 42 various tax entities in Cherokee County, and gathers information for the annual audit by a CPA hired by the Commissioners.
Public Information Officer – The County Clerk is the “Freedom of Information Officer. ” Provides educational materials and information concerning the “Open Records Act,” assists any public agency and members of the general public to resolve disputes relating to the “Open Records Act,” and responds to inquires relating to the “Open Records Act.”
(The County Clerk Duties are mentioned 993 times in Kansas Statutes)
The County Clerk is responsible to the following State Agencies; KDOR (Kansas Department of Revenue), KDOR-ABC Division (Alcohol, Beverage Control), KDWP (Kansas Department of Wildlife and Parks), KS SOS ( Kansas Secretary of State), Kansas State Treasurer, and KDOR-PVD (Property Valuation Division, and the Division of Accounts and Reports.)