Duties of the Smith County Clerk

The Smith County Clerk, currently Ashley Maxwell, serves as a primary administrative leader and the official record keeper for the county. The Clerk's office is a central hub for financial, election, and administrative operations.

Administrative & Board Support

• Secretary to Board of County Commissioners: Attends all sessions, maintains the formal agenda, and records the Journal of Proceedings (meeting minutes). Individuals wishing to be placed on the agenda must contact the Clerk by the Friday preceding a Monday meeting.
• Personnel & Policy Management: Maintains official personnel files, current county policies, and job descriptions. The office also coordinates the employee evaluation schedule, which as of 2025 is bi-annual with deadlines on June 16 and December 22.

Election Oversight

• Manages the preparation and execution of all county, state, and federal elections, serving as the central point for all election operations.
• Oversees voter registration records and ensures compliance with state election laws.
• The Clerk acts as the administrative support for the Board of County Commissioners when they serve as the Board of Canvassers to certify all local election results.

Financial Oversight & Auditing

• Accounts Payable & Payroll: Processes all county accounts payable and county payroll, including the preparation of necessary financial reports.
• Fiscal Record Keeping: Maintains duplicate check registers, balances the checkbook, and provides duplicate ledgers to the County Treasurer to ensure financial transparency.

Taxation & Real Estate Administration

• Ownership & Transfer Records: Records the transfer of ownership resulting from deeds, probates, and divorce decrees.
• Tax Roll Preparation: Maintains comprehensive real estate files by address, legal description, and name. The Clerk calculates levies and creates the tax rolls for delivery to the Treasurer for collection.

Public Services & Licensing

• Environmental & Utility Billing: Bills charges and collects fees related to solid waste disposal.
• Recreational Licensing: Issues various permits and licenses, including Fish and Game licenses, big game permits, stamps, park permits, and boat registrations.

Duties of the Clerk

• Secretary to Board of County Commissioners 
• Process Accounts Payable 
• Process county payroll and prepare all necessary reports 
• Duplicate ledgers to the County Treasurer 
• Maintain duplicate check registers and balance check book 
• Maintain personnel files 
• Maintain copy of current county policy and job descriptions 
• Record transfer of ownership from deeds, probates, divorce decrees, etc. 
• Maintain a file of real estate by address, legal description, and name, calulate levies, create tax rolls and deliver them to the Treasurer for collection 
• Issue Fish and Game licenses, big game permits, stamp, park permits, and boat registration 
• Bill charges and collect fees for solid waste disposal