Duties of the Clerk-Treasurer
In Indiana, all Clerk-Treasurers are elected for a four-year term of office. The Clerk-Treasurer is the keeper of the municipality’s official public records and is the Chief Financial Officer of the Town of Westport. Specific duties are defined by the Indiana Code and Municipal Code of Ordinances. No other elected municipal duties are as specifically defined by law as the duties of the Clerk-Treasurer.
The Clerk-Treasurer has broad powers to hire and supervise employees and oversee the operation of the municipal budgets, including utilities. The ranking status of the Clerk-Treasurer is on equal level with the Town Council. The only area in which the Clerk-Treasurer does not have complete authority is setting wages and final approval of budgets. The Clerk-Treasurer may be called upon to break tie votes at Town Council meetings. The office of the Clerk-Treasurer has evolved dramatically from a bookkeeper and secretary to a financial manager whose responsibilities impact the financial well-being of local government.
- Establishes and maintains personnel files for Town employees and others and establishes and maintains other employment-related records.
- Is responsible for completing reports as required by the County and State.
- Attends various training sessions, meetings and seminars as directed or scheduled and approved by the Town Council.
- Serves as Clerk for Town Council meetings and any other executive meetings. Keeps a full record of those proceedings as well as all ordinances, resolutions and directions made at any Town Council meeting.
- Researches local, county and state record files, statutes, administrative rules, ordinances, policies, etc. as dictated by the needs of the Town.
- Acts as custodian of the public records of the Town.
- Determines what Town information is available for disbursement under a request for information from various people and entities.
- Maintains custody of and is responsible for all oaths, bonds, records, files, papers and property required to be deposited with the position.
- Responsible for the disposal of obsolete records as authorized by state statutes.
- Assists the Superintendent of Public Works and department heads when needed.
- Receives bills and claims against the Town, examines and validates each document, verifies the appropriate budget appropriation, issues the order to pay each bill, and disburses checks after approval of expenditures by the Town Council.
- Compiles timesheets; maintains and updates payroll records.
- Assists with preparation of annual budget.
- Certifies the levy to the appropriate authorities.
- Files the accounts approved by the Town Council or allowed at Town meetings and enters a statement of the accounts in the Town’s record books.
- Prepares all budget documents in compliance with Indiana statutes.
- Apportions tax revenues collected by the Town to the various entities as required by law.
- Publishes and/or posts ordinances and resolutions as required by Indiana statutes.
- Publishes bids, RFP’s, job openings and other town business notices as required or requested.
- Provides all appropriate notices as required by Indiana statute and Town regulations.