The Kansas County Clerk and Election Official has many duties.  Though it would be impossible to list every job that every county clerk/election official does, a snapshot is available below.  The County Clerk's duties are listed nearly 1,000 times in Kansas Statutes.

Clerical

  • Clerk to the Board of County Commissioners
  • Records and maintains official minutes of meetings
  • Maintains all contracts with the County
  • Maintains the County Seal(s)
  • Attests the signatures of the County Commissioners on documents
  • Assists with vacation of County roads (K.S.A. 68-102a)

Budgeting

  • Responsible for office budget(s)
  • Certifies that cash and budget are available to cover claims
  • Reviews and approves all claims for payment and issues 1099s
  • Keeps all financial reports of the County and other entities
  • Assists smaller taxing entities with budget preparation annually

Taxation

  • Calculates July and November abstracts of valuation and taxation
  • Compiles and reports annual bonded indebtedness of the County
  • Prepares the tax roll in preparation of printing tax statements
  • Sets and certifies levies annually
  • Maintains special assessments to the tax roll
  • Processes abatements/additions and escapes to the tax roll
  • Assessment of sewer costs and placement on tax roll (K.S.A. 12-618)
  • Motor Vehicle Abstract Certification annually  

Payroll/Human Resources (duties may vary by county)

  • Administers Payroll for all County employees
  • Maintains the benefits package for all County Employees
  • Reports and pays all employment taxes and insurance premiums
  • Issues W-2s for County employees

  Voter Registration/Election (Chapter 25 of Kansas Statutes)

  • 101 of 105 County Clerks are also the County Election Officer (Johnson, Sedgwick, Shawnee and Wyandotte have appointed County Election Officer in addition to a County Clerk)
  • Maintains accurate Voter Registration Rolls
  • Collects filing fees for local candidates
  • Verifies signatures on petitions for candidates, question initiatives and recalls
  • Recruits, appoints and trains board workers for all elections
  • Is 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  

Miscellaneous

  • Sells licenses for the Kansas Department of Wildlife & Parks & Tourism
  • Sells moving permits, cereal malt beverage licenses and firework permits
  • Maintains fixed asset inventory for the County
  • Assists taxpayers annually with Homestead and Food Sales Tax refunds
  • Freedom of Information Officer for the County (in most counties)
  • Maintains all legal publications for County
  • Maintains all claims against the County
  • Maintains a map of all taxing units in the County and submits it annually to PVD, Appraiser and State Assessed Utilities
  • Provides “check and balance” to motor vehicle, general ledger and real and personal property from other offices by maintaining a separate set of records
  • Administers County policies as set by the County Commission
  • Handles bids/quotations
  • Notary Public for State of Kansas to conduct notarizations
  • Administers Oaths of Office and Swears-in Sheriff's Deputies
  • Charter Resolutions filed with Secretary of State (K.S.A. 19-101b,c)
  • Inter-local Agreements filed with ROD, SOS after approved from KS AG (K.S.A. 12-2905-2905)
  • Private burial grounds-files suit against those who damage monuments and fencing at private burial grounds   not otherwise provided for by will or deed (K.S.A. 17-1305)
  • If Sheriff and Undersheriff are no longer able to conduct duties of the office, County Clerk becomes acting Sheriff  (K.S.A. 19-804a)
  • If Sheriff or Undersheriff cannot prevent a lynching, then the County Clerk assumes the duties of Sheriff (K.S.A. 19-825)
  • Vacation Restricted Access (K.S.A. 58-2613)