County Clerk / Election Officer
Gray County Courthouse, Room 104
300 South Main Street
PO Box 487
Cimarron Kansas 67835
|County Clerk Staff
Bonnie Swartz, County Clerk
Ashley Rogers, Deputy Clerk
Primary duties of the office as required by law. The County Clerk, an elected position, plays a unique roll in County Government in that the Kansas Constitution and Statutes of Law place a great amount of legal responsibility in the position. The office is segmented into different areas:
1. Office of Record for the Board of County Commissioners
acts as secretary to the Board of County Commissioners (BOCC), either in person or by deputy; keeps the seal, records the papers of the board, signs the records of proceedings and attests the same with the seal of the county and is the repository for all Board records.
2. County Election Officer
As Election Officer the County Clerk is responsible for all local elections and voter registration.
3. Tax Administration
The County Clerk must finalize the assessed values on all real estate and personal property in the county. After the tax levies are set in October, special assessments are applied, the County Clerk prepares the tax roll and tax statements. The Appraiser and Treasurer offices’ are informed of all new taxing districts established.
4. Financial Administration
The County Clerk, by law, shall observe all claims against the County, certify that cash and budget are available to cover all claims, and charge the County Treasurer with those claim payments. The Clerk shall have a good working knowledge of all County department budgets and expenditures in order to present the claims to the County Commissioners. The Clerk, for audit purposes, must keep a clear audit trail for the accounting of all receipts and disbursements. All account payables are processed weekly for payment. The Clerk gathers information for the annual independent audit by a CPA hired by the County Commissioners.
5. Public Information Officer
As the “Freedom of Information Officer,” the County Clerk must
Prepare and provide educational materials and information concerning the “Open Records Act.”
Be available to assist any public agency and members of the general public to resolve disputes relating to the “Open Records Act.”
Respond to inquires relating to the “Open Records Act.”
6. Miscellaneous Duties
Issue Cereal/Malt Beverage License
Issue Fishing and Hunting Licenses/permits
Assist citizens with Homestead & Food Sales Claims
Administers oaths of office
Cities and Schools Statement of Indebtedness available at: http://www.kansasstatetreasurer.com/prodweb/municipal_bond_service/municipal-bond-service.php
File Township Annual Reports. Report Forms available at: http://www.da.ks.gov/ar/muniserv/#ReportForms
Charge for copies of documents is $1.00 per page.