The county assessor is an elected official in county government. The Constitution of the State of Arkansas provides for the election of the Assessor to a two-year term of office with the requirements that he/she be a qualified elector and resident of the county. In the event of a vacancy in the office, the quorum court fills the vacancy by appointment, the appointee serving until the next general election, when a successor is elected and qualified. Before beginning his/her duties, the assessor must enter into official bond, to guarantee his/her proper performance of the duties. This may be accomplished either through the State Fidelity Bond Program , which covers all employees on the payroll, or a Fidelity Bond purchased for the officer. The county assessor must also take the constitutional oath of office.
The county assessor is entitled to that salary fixed for his/her office by applicable law and quorum court appropriation, but he/she cannot keep the various commissions and fees collected in the performance of his duties as the assessor, as in that respect, he/she is only an agent or trustee for the county treasury.
To assist the assessor in the performance of his/her duties, the Assessor may appoint such number of appraisers/deputies as the quorum court may approve. The assessor generally supervises the appraisers/deputies and may discharge them and regulate their employment, within the guidelines established by the quorum court.
The office of the county assessor is to be operated according to the office budget which is established annually by the quorum court of the County.
In general, the duty of the county assessor is to appraise and assess all real property between the first Monday in January and the first day of July (ACA 26-26-1101). On and after January 1, 1991, taxpayers shall annually assess their tangible personal property for ad valorem taxes during the period from January 1 through May 31 (ACA 26-26-1408). Taxable tangible personal property of new residents and new businesses established between January 1 and May 31, and taxable tangible personal property acquired by residents during the period from January 1 through May 31, except tangible personal property acquired during the period of May 2 through May 31 shall be assessable without delinquency within thirty (30) days following the date of its acquisition. All taxable tangible personal property assessable during this period shall be assessed according to its market value as of the first day of January of the year of the assessment (ACA 26-26-1408). The ten percent (10%) penalty for delinquent assessment shall not apply to tangible personal property becoming eligible for assessment through May 31, if the property is assessed on or before May 31, except that the tangible personal property acquired during the period of May 2 through May 31, shall be assessable without penalty within thirty (30) days following the date of its acquisition. (ACA 26-26-1408). All property in the state shall be assessed according to its value on the first day of January, except merchants and manufacturers inventories which are assessed at their average value during the year immediately preceding the first of January (ACA 26-26-1201) and motor vehicle dealer inventories which are determined by calculating the monthly average of the number of sales of new and used motor vehicles by the dealer and multiplying the average by the unit inventory value (ACA 26-26-1207).
The assessor must make an abstract of assessments showing the total assessed value of the county. On or before the third Monday in August, the assessor turns over to the county clerk his Real Property Assessment Book and on or before July 31, the assessor shall deliver the Personal Property Assessment Book likewise to the County Clerk (ACA 26-26-716). The county assessor has the legal authority to make any error corrections in the real or personal property tax books after they have been delivered to the county collector provided that the proper pre-numbered triplicate form is used. (ACA 26-28-111).
The Assessor is required to maintain current appraisal and assessment records by securing necessary field data and making changes in valuations as they occur in land use and improvements. He/she is also charged with staying abreast of all property transactions within the county and keeping a file on all properties updated throughout the year.
The records of the county assessor's office constitute the report of or appraisal of all the taxable property and persons in the county; therefore, it is necessary that they be accurately recorded and well maintained.
Grant County Collector's Office
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The Collector is responsible for billing and collection of County taxes.
The office of the county collector is to be operated according to the office budget that is established annually by the quorum court of the county.
In general, the county collector collects taxes for the county and collects municipal, county, school, library and improvement district taxes and turns them over to the county treasurer. Under provisions of the Arkansas Code Annotated he/she is responsible for collecting all property taxes during the established installment periods after the taxes are assessed. At least monthly, the county collector shall turn over all tax revenue to the treasurer.
The county collector shall perform the duties of delinquent tax collection involving the preparation of delinquent tax lists, the tax collection, the sale of distrained goods, and the settlement with the county clerk.
The records of the county collector's office are the evidence of their official duties and, therefore, it is necessary that they be accurately recorded and well maintained. The revenue collected serves as a significant source of income for every county government, as well as, each city and school district located within the county.
Grant County Circuit Clerk's Office
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The Circuit Clerk is an elected official in county government. The Constitution of the State of Arkansas provides for the election of the Circuit Clerk to a two-year term of office with the requirements that he/she be a qualified elector and resident. In the event of a vacancy in office, the Quorum Court fills the vacancy by appointment, the appointee serving until the next general election, when a successor is elected. Before beginning his/her duties, the Circuit Clerk must enter into an official bond for the protection of the county. This may be accomplished either through the State Blanket Bond Program which covers all employees on the payroll, or a Surety Bond purchased for the officer. Finally, the clerk must also take the constitutional oath of office.
The Circuit Clerk is entitled to that salary fixed for his/her office by applicable law and Quorum Court appropriation, but he/she cannot keep the various fees collected in the performance of his/her duties as the Circuit Clerk, as in that respect, he/she is only an agent or trustee for the County Treasury. To assist the Clerk in the performance of his/her duties, the Circuit Clerk may appoint such number of deputies as the Quorum Court may approve. The Clerk generally supervises the deputies and may discharge them and regulate their employment, within the guidelines established by the Quorum Court.
The office of the Circuit Clerk is to be operated according to the office budget which is established annually by the Quorum Court of the County.
In general, the Circuit Clerk maintains records of, and is the focal point for the orderly flow of paperwork through the various divisions of circuit court in the county. There are two exceptions to this rule. The first exception is in those few counties where the office of circuit clerk and county clerk is combined. The second exception is found in the probate division of circuit court. Typically, the county clerk is tasked with performing the duties of court clerk for the probate division of circuit court. (With the exception of a limited number of counties where the offices have been either separated or combined with other county offices) In addition,the Circuit Clerk also acts as ex-officio Recorder for the County unless that function is otherwise provided by law. (ACA 14-14-1301)
The primary duties of the office revolve around filing, docketing, attending court, issuing of notices, records management, and reporting to the Administrative Office of the Courts. It is the responsibility of the Circuit Clerk to prepare a list of prospective jurors, docket cases of the respective courts, issue summonses, subpoenas, writs and warrants related to each case, attend court and swear witnesses. The Clerk maintains the records of the civil, criminal and juvenile divisions of the Courts and prepares transcripts of proceedings under appeal. In addition, duties of the office in the capacity of Recorder include recording all deeds, mortgages, and conveyances of lands and buildings lying within the County, as well as maps and plats of newly laid out subdivisions and all records from other counties concerning land sales or conveyance which affect title in the County. Other duties assigned the Recorder include the recording of powers of attorney, liens on real property, soldiers' discharges, leases, financing statements, performance bonds and public official bonds. The records of the Circuit Courts are the evidence of their official acts and, therefore, it is necessary that they be accurately recorded and well maintained.
Grant County County Clerk's Office
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As Clerk to the probate court, the clerk files all instruments making them a matter of record in decedent estate cases, and swears in all witnesses in contested estates. The Clerk also in this capacity maintains all records relative to adoptions and guardianship cases within the county.
The County Clerk shall serve, unless otherwise designated by county ordinance, as the secretariat of the Quorum Court. These duties involve keeping a complete permanent record of the proceedings of the Quorum Court including minutes, ordinances, resolutions and an index to provide easy access to the information (ACA 14-14-903).
As Clerk of the County Court, the County Clerk maintains the County Court record. This record includes all business of the County Court which includes items such as: annexations, incorporations, county purchases, election results, proclamations, levy of taxes, board appointments, bonds, improvement districts, right of way acquisition, contracts, and agreements signed by County Judge, etc. The Clerk became the official voter registrar with the adoption of Amendment 51 to the Arkansas Constitution in 1966. The Clerk maintains an accurate and up-to-date voter registration list within the office and stores the ballot boxes between elections.
The County Clerk or the Clerk’s designee serves as the secretary of the Board of Equalization and records the minutes of their meetings (ACA 26-27-307). Also, if the clerk is the preparer of the tax books, he/she is responsible for extending the taxes in the information provided by the assessor and the Board of Equalization (ACA 26-28-101 through 26-28-108).
The County Clerk is the official bookkeeper of county government and usually handles the payroll for all county employees. As Clerk of the county court, the clerk has the duty of keeping a regular account between the treasurer and the county. The clerk charges the treasurer with all monies received and credits the treasurer with all monies dispersed. In addition, the clerk keeps an accurate account of all financial transactions within the county and files all documents, vouchers, and other papers pertaining to the settlement of any account to which the county is involved. It is the responsibility of the County Clerk to prepare all checks on the treasury for monies ordered to be paid by the County Court and to keep complete and accurate records of all these financial transactions ready for the court's inspection at any time. (ACA 16-20-402).
The records which are kept by the County Clerk are vital to the efficient and effective operation of county government. Thus, it is necessary that these records be accurately recorded and well maintained.