OFFICE OF COUNTY CLERK

FUNCTIONS OF THE COUNTY CLERK

The office of the County Clerk in the State of Oklahoma was created in the Oklahoma Constitution, Article 17 ss2, and has all of the rights and authorities of a constitutionally established office. Because of its origin, the office of County Clerk is referred to as a “Constitutional Office” rather than a “Statutory Office” and a County Clerk is referred to as a “Constitutional Officer.”

The County Clerk’s term of office is four (4) years and begins on the first business day in January following the election the preceding November. After election and before assuming office, the County Clerk must sign and affirm an oath of office and sign a loyalty oath. Signing and affirming an oath of office is required for all elected officials by Oklahoma law (Title 51, O.S. 1996, ss2). Signing a loyalty oath is required for all elected officials by Oklahoma law (Title 51, O. S. 1996, ss36.2-36.3).

The County Clerk is bonded, as well as all deputies and other employees in the office (Title 19, O.S. 1996 ss167).

The County Clerk is the principal record keeper of the county who preserves all legal instruments filed with the County Clerk by private citizens and public officials. The County Clerk is also the custodian and repository for all inventory records, files and reports. The County Clerk maintains an accurate and current file of deeds and mortgages to all real properties in the county; development plats, oil, gas and mineral leases, judgments, and other liens, and other documents.

The County Clerk is required to attend the Board of County Commissioner’s sessions in person or send a Deputy. The County Clerk keeps the seals, records, and papers of the Board of County Commissioners, signs the proceedings records and attests the records with the County Seal.

The County Clerk, acting as secretary/clerk, receives and compiles the budgets submitted by all county units such as county officers, cities, towns, and school districts, Technology Centers, Health Departments, and Emergency Management, and presents these budgets to the Board of County Commissioners and to the County Excise Board.

The County Clerk reviews all claims against the county, assembles and verifies calculations on payroll, and prepares the proper warrants. The County Clerk writes monthly remittance warrants to the cities, towns, and school districts for their share of tax revenue. The County Clerk records all appropriations and expenditures for each county office and department.

Daily Duties:

Record or file all submitted instruments:

· Retain receipts for all money collected

· Number each instrument

· Record information on instruments, book, page, date, time, recorded by whom and what county

· Affix documentary stamps if required

· Enter in Reception Record

· Index to grantor-grantee record

· Post to tract index

· Reproduce for permanent records

Balance receipts to Reception Record

Deposit daily to County Treasurer

Post collection to daily report

Post Documentary Stamp Sales to report

Encumber purchase orders as received

Audit invoices for payment

Make purchases as necessary

Let bids as necessary

File open meeting notices as received

Have financial reports current for inspection

Weekly Duties:

Prepare agenda for Board of County Commissioner’s meeting

· Attend Board of County Commissioner’s meeting

· Type minutes of meeting

· Retain all notes, exhibits, and documentation of meeting in permanent records

· Publish Board of Commissioners Proceedings

Issue warrants for approved claims

Type register for issued warrants

Mail and or distribute warrants

Monthly Duties:

Prepare Payroll for ALL county employees

· Direct Deposit

· Issue Warrants

· Withholdings on payroll

· Insurance reports

· Retirement reports

· Workers Compensation reports

· All other related payroll reports

· Make entries to Appropriation Ledger

Transmit Remittance Warrants to schools, cities & towns

Submit claims for reimbursement

Invoice state and federal agencies for filing and copy fees

Prepare agenda for Excise Board Meeting

· Attend Excise Board Meeting

· Type minutes of meeting

· Retain all notes, exhibits, and documentation of meeting in permanent records

Prepare cash fund estimate and need for appropriations

Report to Board of County Commissioners on daily deposits

Prepare agenda and attend:

· Tax Roll Corrections Board meeting

· Criminal Justice Board meeting

· Equalization Board meeting

Balance Depository Account with County Treasurer and write necessary vouchers

Balance Documentary Stamp Report

· Write Vouchers for county’s portion

· Write Vouchers to the Oklahoma Tax Commission

· Submit monthly report

Balance Appropriations Ledger with other county offices

Quarterly Duties:

Prepare Payroll Quarterly reports

1. Withholding Form 941

2. Oklahoma Employment Security Commission Report

Annually:

On or before January 1, obtain school district boundaries from State Department of Education

By January 4, send list and signatures of county officers to Oklahoma Secretary of State

By January 31, prepare W-2 tax documents

· Distribute to each active and non active employee

· Submit reports to Social Security Administration

· Submit reports to Oklahoma Tax Commission

Complete and submit Department of Labor Form 200. Post copy in each courthouse, annex and warehouse

Certify Levies

During February, perform procedures for Fair Board Election process

By February 28, publish yearly salaries

Hold tax protest hearings as needed and required

Publish dates for courthouse closings and holidays

File open meeting notices for regularly scheduled meetings for the various Boards

On the fiscal year, renew insurance on tort liability, buildings, vehicles, and blanket bonds

Prepare budget process and publications

As stated earlier, the County Clerk is the official record keeper of the county.