Clerk-Treasurer Responsibilities
Fiscal officer and clerk for the Town
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Receives and cares for town money and pays out only on order of the legislative body.
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Keeps accounting showing when and from where the clerk-treasurer has received town money and when and to whom the clerk-treasurer has paid town money.
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Prescribes payroll and account forms for all town offices.
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Prescribes the manner in which creditors, officers, and employees shall be paid.
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Manages the finances and accounts of the town and makes investments of town money.
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Prepares for the legislative body the budget estimates of miscellaneous revenue, financial statements, and the proposed tax rate.
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Maintains custody of the town seal and the records of the legislative body.
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Issues all licenses authorized by statute and collects the fees fixed by ordinance.
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Serve as clerk of the legislative body by attending its meetings and recording its proceedings.
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Administers oaths, takes depositios, takes depositions, and takes acknowledgment of instruments that are required by statute to be acknowledged, without charging a fee.
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If there is a town court, serves as clerk of the town court under IC 33-35-3-2 if the judge of the court does not serve as the clerk or appoints a clerk under IC 33-35-3-1.
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Serves as ex-officio member of the town council solely for the purpose of casting the deciding vote to break a tie.
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Appoints deputies and employees subject to authorization by the town council.
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May hire or contract with attorneys or legal research assistants. Such salaries are approved in the annual budget.
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Appoints employees doing utility billing and collection.
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Prepares and files forms required by State agencies (SBOA, DLGF, Dept of Revenue, PERF, etc) and Federal agencies (IRS, Social Security etc).
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Prepares Memoranda under the ODL.
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Receives public records requests.
Additional special duties:
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Certain duties during budget process:
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Prepares an itemized estimate of revenues.
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Meets with the Town executive and department heads to review and revise budget estimates.
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After the executive's review and revision, prepares a report of the estimated department budgets, miscellaneous expenses, and revenues necessary or available to finance the estimates.
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Certain duties in the claims-paying process:
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Certifies before payment that each invoice is true and correct, and may not draw a warrant or check for payment of a claim unless:
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There is a fully itemized invoice or bill for the claim,
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The invoice or bill is approved by the officer or person receiving the goods and services,
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The invoice or bill is filed with the governmental entity's fiscal officer,
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The fiscal officer audits and certifies before payment that the invoice or bill is true and correct, and
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Payment of the claim is allowed by the governmental entity's legislative body or the board or official having jurisdiction over the allowance of payment of the claim.
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Requires an available appropriation and cash
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Each town agency, board, commission, district, or other town entity shall file one copy of its financial records with the town fiscal officer.
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