Duties and Responsibilities

City Clerk’s Office Duties and Responsibilities

 

The Pine Bluff City Clerk’s Office is responsible maintaining records affecting the day-to-day operations of the City of Pine Bluff as well as check processing of bills to various vendors used by City departments.

The City Clerk’s Office provides clerical assistance, in the form of recording and keeping the minutes of proceedings for the Pine Bluff City Council, the Non-Uniformed Employees Pension Board and the Firemen’s Pension Boards. The Clerk’s Office serves as the processing center for City Council packets, which are distributed to council members prior to each meeting.

The Clerk’s Office is the sole drop-off point for bids placed by contractors for mowing yards and lots found to be out of non-compliant with city code by the Pine Bluff Inspection and Zoning Department, as well as bids placed by citizens for the purchase of lots owned by the City. The office also presides over bid openings for various departments.

Communication with various municipalities and county and state offices are also vital to the efficient operation of this office, be it for verification of voter registration status for petitions or sharing and inquiring about legislation. The Clerk’s Office processes and houses financial reports in conjunction with check processing.

The Pine Bluff City Clerk’s Office prides itself in providing effective assistance to residents and City employees.

 

Records maintained by the City Clerk’s Office include:

Ordinances and Resolutions passed by the City Council

Contracts and Agreements between the City of Pine Bluff and service providers

Deeds of City cemetery plots

Mortgage papers from the City’s First Time Home-buyer Assistance Program

Tapes and Minutes of the proceedings of the Pine Bluff City Council and various boards and commissions

Revenue Bonds

Information for the Non-Uniformed Employees Pension Board

 

Many of these records originated with the City in the late 1800s. The Pine Bluff City Clerk’s Office intends to make as many of these documents available on-line as possible in the coming months. Hard copies are available in the Clerk’s Office by filling out a Pine Bluff City Clerk’s Office Information Request Form. There is a charge of 25 cents per page for this service.

 

Staff

Loretta Whitfield – Pine Bluff City Clerk – lorettaw@cityofpinebluff.com

Rosemary Doss – Assistant City Clerk – rosemaryd@cityofpinebluff.com

 

Office Hours are from 8 a.m. to 5 p.m., Monday-Friday.