Office Functions

Records Management

• Records retention management - organize, maintain, archive, and delete records according to Mississippi law and the city’s records retention schedule 
• Preserves public records and handle record requests
• Respond, record and/or direct citizen concerns and complaints
• Publicize legal notices
• Keeps the Ordinance Book and certifies ordinances
• Updates Ordinances in Municode / Mayor / Alderman/ City Departments 
• Maintain Vehicle License Plates and make returns to State Auditor's Office

Public Records Request

View the City of Southaven Code of Ordinances

Bids / RFP’s

• Contract, bidding, and request for proposal (RFP) - help create, distribute, advertise, and coordinate communication related to bidding and purchasing.
• Reverse Auctions through Central Bidding

Claims

Process Claims (Forward to City Attorney upon receipt, Pay if Approved, Maintain Releases / Paperwork)

Report of Claim

Other

• Assist with high volume phone calls from Citizens and other agencies 
• Advertise Ordinances, Resolutions, Planning Hearings, Bids
• Provide chamber with daily new business listings
• Assist with front desk 8am -10am when Receptionist is off and Wednesday Lunch 
• Sort all City Hall mail
• Citizen Request Tracker - Monitor and respond to inquiries
• Parks Department Beer Permit Licensure and Renewals
• Springfest responsibilities Friday 8am -12pm / Sat 8am -12 pm
• Supply/Maintain Executive Conference room with Coffee/Snacks
• Verify Compliance with City Vehicle decals / markings 
• Assist Engineering with easement purchases
• 1099 Reporting 
• Order / set up / maintain credit card terminals throughout the City
• Vehicle Decal Compliance 

Contact Us

For more information, contact City Clerk's Office at (662) 280-6554.