Role of the Clerk and Comptroller

FACILITATE THE JURY PROCESS: Throughout Florida’s court system, Clerks of Court facilitate the jury process, helping to uphold the right to an impartial jury. This includes the random selection of juror pools, summoning jurors, managing juror exemptions, and compensating jurors in accordance with the law.

MAINTAIN COURT RECORDS: Clerks of Court are responsible for maintaining and managing access to all court records, while safeguarding and protecting their integrity. With millions of records passing through the court system, Clerks of Court digitally manage robust systems that provide public access while protecting certain confidential information. As keepers of the record, Clerks coordinate and distribute a high volume of information and data with local and state partners, such as law enforcement, who depend on the data for public safety.

PROVIDE FORMS AND RESOURCES FOR LEGAL ACTIONS: Clerks of Court provide many resources for individuals and attorneys filing legal actions, such as small claims, providing essential parties the necessary forms and helping them navigate the court system.

MAINTAIN COURT FINANCES: Clerks of Court hold a fiduciary responsibility for the courts. They collect and disburse fines, court costs, forfeitures, fees, and service charges. They record payments, track financial obligations to the courts, and work with customers on payment options that fit their needs and ensure court compliance. 

MANAGE COURT APPEARANCES: Clerks of Court coordinate, schedule, attend, and keep records of court hearings and trials. They process all civil and criminal cases and file indictments, information, and verdicts. When cases are appealed, they prepare appellate records.

PROVIDE RESOURCES FOR THOSE REPRESENTING THEMSELVES IN COURT: In Florida, Many Clerks of Court provide online and in-person resources for individuals representing themselves in court. Many offices even have self-help centers available where individuals can receive legal resources and help navigating a variety of legal matters.

PROVIDE WALK-IN CONSTITUENT SERVICES: Clerks of Court provide walk-in services for more than 6 million Floridians each year.

AUDIT CHILD SUPPORT PAYMENTS: Each year, thousands of families depend on Clerks of Court to maintain accurate child support payment records. This process provides accountability within Florida’s child support system, helping to ensure obligations are met and the basic needs of children are paid for.

GUARDIANSHIP REPORT AUDITS: As an administrative function, Clerks of Court audit annual reporting on individuals under guardianship – such as minors, individuals with special needs, and elderly persons – which include any property submitted to the courts and advise on the audit findings.

REDACTION OF CERTAIN PERSONAL INFORMATION: Clerks of Court are authorized to redact (or conceal) specific information from official records or court files upon request. This process helps safeguard privacy and protect sensitive information, such as bank account information and social security numbers.

OFFER ONLINE PAYMENT OPTIONS FOR COURT OBLIGATIONS: Clerks of Court offer convenient ways for constituents to pay court obligations, such as traffic citations.

DOMESTIC VIOLENCE INJUNCTIONS: Clerks of Court process and may assist with paperwork for protective injunctions, or restraining orders, to protect those facing domestic violence from their abusers.

INJUNCTIONS FOR VULNERABLE ADULTS: Clerks of Court help protect Florida’s most vulnerable populations by processing and assisting with paperwork for injunctions for protection against the abuse, neglect, and exploitation of elderly persons and disabled adults. 

PROCESS MENTAL HEALTH & SUBSTANCE ABUSE CASES: Clerks of Court accept petitions for Baker Act and Marchman Act cases to protect individuals and families dealing with mental health and substance abuse issues.

MAINTAIN COURT EVIDENCE: Clerks of Court are responsible for maintaining, preserving, and managing access to all evidence entered into the court. In many counties, this includes storing physical evidence on-site

Most Clerks of Court also serve as the Comptroller within their county, acting as the Chief Financial Officer, accountant, and custodian of county funds. In Florida, there are 67 Clerks of Court, most of whom also serve as the county Comptroller, as well as, 1 independently elected Comptroller in Orange County. 

Comptrollers play a crucial role in maintaining fiscal order of the county, ensuring proper use of public funds, protecting the county’s funds, and promoting transparency in local government.

COMPTROLLERS...

PROVIDE ACCOUNTING SERVICES TO THE COUNTY: In addition to the other administrative roles, Comptrollers provide a variety of accounting services to all departments under the Board of County Commissioners, including:

• Review county budgets
• Managing payroll for county employees
• Processing accounts payable
• Tracking expenses

Comptrollers also provide an account system for all fiscal changes implemented by the Board.

 AUDIT COUNTY EXPENSES AND ACTIVITIES: By conducting independent audits and reviews of expenses and activities, Comptrollers ensure county funds are spent in accordance with the law – protecting local tax dollars from fraud, waste, and abuse. In this role, Clerks promote fiscal accountability in local government by: 

• Pre-auditing all county expenditures before payment
• Reviewing contracts
• Conducting internal post-audits to determine if financial controls are sufficient
• Preparing reports suggesting improvements to management

OVERSEE COUNTY ASSETS: Comptrollers keep inventory of county-owned property, such as property, land, vehicles, and capital assets. 

CONDUCT PUBLIC AUCTIONS: In many counties, Comptrollers oversee surplus auctions that include county vehicles and equipment, as well as manage mortgage foreclosure sale auctions. 

MANAGE COUNTY INVESTMENTS: Statewide, Comptrollers manage nearly $13 billion in county investments each year, working to make sure funds are secure while earning a return on investment. 

MAINTAIN FINANCIAL RECORDS FOR COUNTY COMMISSIONERS: Comptrollers maintain financial records and prepare reports on financial activities for the Board of County Commissioners. 

PREPARE FINANCIAL REPORTING: Comptrollers play a vital role in promoting transparency in county government by providing accessible financial reporting. Many Comptrollers develop reports such as the Annual Comprehensive Financial Report (ACFR) to help constituents understand how their tax dollars are managed and spent.

As the county's recorder, Clerks are responsible for recording, maintaining, protecting, and disseminating official public records including records related to real estate ownership. 

AS COUNTY RECORDER, CLERKS... 

RECORD LAND DEEDS: Clerks maintain a public records library, which includes tax deed applications and sales records. It also deed indexes, mortgages, and descriptions of county property, all of which are recorded by the Clerk.

MAINTAIN PROPERTY DOCUMENTS: Clerks record and maintain court documents related to properties, such as public defender liens and judgments, and record tax liens and claims against estates, agreements, contracts, and more.

PROVIDE PROPERTY ALERTS: Many Clerks’ offices offer free services that notify users when a deed, mortgage, or other land record with their registered name on it has been recorded into the county’s Official Records. This helps users stay informed about their property, safeguarding against potential fraud.

MARRIAGE LICENSE APPLICATIONS AND RECORDS: Clerks of Court issue and maintain records of marriage licenses after a three-day waiting period. Some even perform marriage ceremonies and hold local marriage events. 

MAINTAIN HISTORICAL AND VALUABLE RECORDS: As the official record keeper for the county, Clerks of Court are responsible for securely maintaining and managing access to documents that span multiple functions of government, including official, court, and often historical documents.

PROCESS PASSPORT APPLICATIONS: Many Clerk of Court offices serve as a U.S. Passport Acceptance Facility designated to accept and execute passport application.

As Clerk to the Board of County Commissioners, Clerks perform key duties that help ensure a healthy, functioning, and transparent county government. Additionally, Clerks serve as a check and balance to protect the taxpayers, as well as local government officials, by providing oversight in county government. Services include:

• Attending meetings of the Board of County Commissioners and committees of the Board 
• Producing, maintaining, and distributing the official minutes of Board and committee meetings
• Maintaining legal custody of the official county seal 
• Maintaining custody of all county resolutions, ordinances, and contracts 
• Processing petitions to the Value Adjustment Board