The county clerk is the official bookkeeper of county government and serves as the clerk for the county, quorum and probate courts.
As clerk of the county court, the clerk has the duty of keeping a regular account between the treasurer and the county. The clerk charges the treasurer with all moneys received and credits the treasurer with all moneys disbursed. In addition, the clerk keeps an accurate account of all financial transactions within the county and files all documents, vouchers and other papers pertaining to the settlement of any account to which the county is involved. It is the responsibility of the county clerk to prepare all checks on the treasury for moneys ordered to be paid by the county court and to keep complete and accurate records of all these financial transactions ready for the court’s inspections at any time. This includes the county payroll.
The county clerk serves as secretary of the quorum court. These duties involve keeping a complete permanent record of all the proceedings of the quorum court including minutes, ordinances, resolutions and an index to provide easy access to the information.
As clerk to the probate court, the clerk files all instruments making them a matter of record in descendent estate cases, and swears in all witnesses in contested estates. The clerk also maintains all records relative to adoptions and guardianship cases within the county.
The county clerk serves as the secretary of the Board of Equalization and records the minutes of their meetings. Also, the clerk is responsible for extending the taxes in the information provided by the assessor and the Board of Equalization.
As the official voter registrar, the clerk maintains an accurate and up-to-date voter registration lists within the office and stores the ballot boxes between elections. The clerk is responsible for conducting early voting.
The clerk issues marriage licenses, passport applications, notary bond applications, social security card applications, birth certificate applications, and keeps a record of all firms in the county which have incorporated.
The circuit clerk is the clerk of the circuit, domestic relations, civil and juvenile court and acts as the ex-officio recorder of the county.
The administrative duties of the circuit clerk are to maintain a record of all proceedings of the circuit, domestic relations, civil and juvenile courts and to prepare the dockets for these courts. The circuit clerk prepares summons, warrants, orders, judgments, and injunctions authorized by the circuit, domestic relations, civil and juvenile court for delivery by the county sheriff. In additions, the circuit clerk keeps a list of all prospective jurors.
The circuit clerk is also the ex-officio county recorder, and is responsible for recording deeds, mortgages, liens, and surety bonds, and many other orders and instruments which involve property within the county. Many records are now available to the public via a computer located in the clerk’s office. There is a printer available to the computer, and the information is available for viewing to those wanting to research family history, land records, and other information.
The circuit clerk maintains a record of many miscellaneous items, and files ministers certificates and certain licenses. The circuit clerk also swears in all notaries public and files regulations of state agencies which license trade or professional workers.
The circuit clerk accepts and distributes child support payments and accepts circuit court fine payments.
Applications and papers available include ex parte temporary orders of protection, order of commitment, civil commitment, birth certificate, Social Security cards, over 65 lifetime hunting and fishing licenses, and Family in Need of Services (FINS – for juveniles in need).
The clerk also files DD214 forms, which must be completed by veterans when discharged from the military.
Angie Hudspeth Wade - County & Circuit Clerk
From Stone County Leader