Clerk-Treasurer

Roles & Responsibilities

In Indiana, all Clerk-Treasurers are elected for a four-year term of office.

The Clerk-Treasurer is the keeper of the municipality's official public records and is the Chief Financial Officer in the City of Rochester. Specific duties are defined by the Indiana Code and Municipal Code of Ordinances. No other elected municipal duties are as specifically defined by law as the duties of the Clerk-Treasurer.

The Clerk-Treasurer has broad powers to hire and supervise employees and oversee the operation of the municipal budgets, including utilities. The ranking status of the Clerk-Treasurer is on equal level with the City Common Council and Mayor. The only area in which the Clerk-Treasurer does not have complete authority is setting wages and final approval of budgets. The office of the Clerk-Treasurer has evolved dramatically from a bookkeeper and secretary to a financial manager whose responsibilities impact the financial well-being of local government. 

Listed below are some, not all, of the roles and responsibilities of the Clerk-Treasurer’s Office

Administrative Duties
  • Establishes and maintains personnel files for City employees and others and establishes and maintains other employment-related records
  • Is responsible for completing reports as required by County, State, and Federal agencies
  • Attends various training sessions, meetings and seminars as necessary or required to effectively perform the duties of the office
  • Serves as Clerk for Common Council and Board of Public Works and Safety meetings and any other executive meetings. Keeps a full record of those proceedings, as well as, all ordinances, resolutions and directions made at said meetings
  • Serves as the financial secretary to the City Redevelopment Commission as defined by state statute
  • Researches local, county and state record files, statutes, administrative rules, ordinances, policies, etc. as dictated by the needs of the City
  • Acts as custodian of the public records of the City
  • Administers public records requests
  • Maintains custody of and is responsible for all oaths, bonds, records, files, papers and property required to be deposited with the office
  • Responsible for the disposal of obsolete records as authorized by state statutes
  • Oversees the Information Technology for the City and as approved by City Common Council any staff for this department
  • Works with all Department Heads and the Mayor’s office to ensure compliance with local, state, and federal laws and statutes, as well, as ensuring financially integrity of City funds
  • The office serves as both the ADA Coordinator and Title VI Coordinator. 
  • Lake Manitou Dam Emergency Preparedness Plan Coordinator
  • Other duties as necessary to establish an effective and efficient operation of public office
  • Establishes, with Common Council approval, the internal controls procedures for all city employees, administrators, and boards as defined by state statute
Financial Duties
  • Responsible for all accounts payables and receivables for the City
  • Examines and validates each claim document and verifies the appropriate budget appropriation
  • Issues the order to pay each bill and disburses checks after approval of expenditures by the Board of Public Works and Safety
  • Processes payroll and any applicable benefits
  • Preparation of annual budget all documents in compliance with Indiana Statute
  • Certifies the levy to the Department of Local Government and Finance upon approval from the Common Council
  • Administers the City’s general ledger system for all funds including utilities
  • Appropriates tax revenues collected by the City to the various funds as required by law
  • Responsible for the billing and collection of fees for City utilities and oversight of the billing office and staff
  • Responsible for the administration of any investments, bonds, or other financial commitments for the City.
  • Responsible for all local, state, and federal tax filings as applicable
Notices
  • Publishes and/or posts ordinances and resolutions as required by Indiana statutes
  • Publishes bids, RFP's, job openings and other city business notices as required or requested
  • Provides all appropriate notices as required by Indiana statute and City regulations
  • Provides the media with press releases as necessary

Contact Us

Shoda Beehler
Shoda D. Beehler,
Clerk-Treasurer
Clerk-Treasurer's Office
320 Main St
Rochester, IN 46975
Get Directions
  • Phone: (574) 223-2510
  • Fax: (574) 223-6509
  • Staff Directory

In this Department

More Information

Contact City Of Rochester
City Hall Offices  •  320 Main Street, Rochester, IN 46975  • (574) 223-2510 (574) 223-6509