City Clerk

2025 City Clerk Staff

Mission Statement

The mission of the City Clerk’s Office is to provide support to the Mayor, Board of Alderman, General Public, City Staff, and Governmental Agencies in a courteous, timely and efficient manner.   To continue to improve the administration of the affairs of the City Clerk's Office consistent with applicable laws and through sound management practices to provide easier access to local government and fulfill our responsibility to the residents of Southaven

Position Purpose

The Municipal Clerk is responsible for all duties statutorily set forth in the Mississippi Code of 1972, Annotated (MCA), including the following:

Duties of the City Clerk

  • Reports directly to the Mayor
  • Work with all City Departments performing administrative tasks to support daily operations
  • Exercises direct supervision over Deputy City Clerks / Deputy Clerks 
  • Manages and oversees the activities and operations of the City Clerk’s Office
  • Keep Municipal Minutes for the Regular and Special Meetings of the Mayor and Board of Alderman in which all official actions of the governing authorities are recorded
  • Keep ordinance book and certify ordinances for judicial proceedings
  • Publish ordinances in the local newspaper and Municode
  • Serve as custodian of the municipal seal
  • Administers the Oath of Office
  • Notary to the Public
  • Maintain bonds of Mayor, Board of Alderman and City Employees
  • Responds to Citizen inquiries

Financials

  • Keep financial records in proper order for budgetary and audit purposes
  • Keep "Docket of Claims” that includes all accounts payables
  • Issue, with Board of Alderman approval, warrants to pay claims
  • Issue Demand Checks
  • Accounts Receivable / Daily Deposits / Banking
  • All City Purchasing and Training /Local and Out of State Travel Accommodations
  • Maintain Fuel Supply for Pepperchase Drive and May Boulevard locations
  • Maintain office supply inventory
  • Gov Deals – sale of surplus property
  • Process Positive Pay Exceptions and Cash Disbursements Daily
  • Credit Card Terminal Orders / Setup / Research
  • 1099 Reporting to the IRS
  • Petty Cash Reimbursements 
  • Authorized Bank Signer / Contact
  • Prepare Budget for City Clerk’s Office

 Privilege Licenses / Event Permits / Farmer’s Market/ Food Truck Fridays 

  • Issue business licenses (Home Based, Commercial, Transient Vendor)
  • Issue event permits
  • Manage Food Truck Fridays
  • Manage Farmer’s Market Applications / Fees
  • Issue Taxi Medallions 

 Municipal Registrar / Elections

  • Serve as registrar of voters
  • Voter registration verification
  • Conduct municipal general and special elections
  • Qualify candidates and help coordinate election information, communication, and processes.  Qualifying officers must complete a certification program through the Secretary of State Elections Division, which is done prior to each election
  • Ethics Filings - collection and management of documents related to ethics filings for political candidates including campaign contributions and financial disclosure
  • Collect and Submit Campaign Finance Reports to the Secretary of State Office
  • Election Reporting to the Secretary of State Office
  • Maintain Voter Chart on City website
  • City Contact for Election Commissioners

View additional duties and responsibilities of the City Clerk's Office.

View Election Information, Candidate Financial Reports, Voter Registration, and Verify Current Voting Information and Status.

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