City Clerk’s Office

Mission Statement of Department

The City Clerk-Treasurer advises and guides the Mayor and Common Council of the City of Port Jervis on the adoption of a financial plan to operate the City during its fiscal year, which is January 1^st through December 31^st. The adopted budget provides for the necessary services for a community of 8,860 in the areas of public safety, health, transportation, economic assistance, support services, culture, and recreation, and general administrative services.

Office Hours: Monday through Friday, 9:00 a.m. to 4:00 p.m., excluding holidays

The Office of the City Clerk-Treasurer is responsible for or provides the following:

• Accounting – Maintains all accounting records and systems for the City.
• Accounts Payable – Codes and pays all bills and   invoices for purchases made by the City.
• Auditing – Completes internal auditing in preparation for certification of financial statements by an outside certified public accounting firm and coordinates compliance with all external audit requirements.
• Budget – Directs and monitors the City budget.
• Cash Management – Controls and manages all cash, investments, and borrowings.
• City Code – Maintain local laws and amendments to the City Code and Charter.

• Computer Coordination – Troubleshoots and maintains computers, networking, and software as necessary.
• Elections – Coordinates of all public elections conducted in the City and submits to Orange County and New York State information for all elected and appointed officials.
• FOIL Request Form– Processes all Freedom of Information Law requests. FOIL Request Law

• Grants – Controls and manages all grants received by the City, including claims administration and audit.

• Human Resources – Maintains and processes all personnel records and implements human resource policies, including hiring and terminations.
• Insurance – Coordinates all insurance policies on behalf of the City and Fire Department, including claims administration.
• Licensing– Issues Bingo and Games of Chance licenses.
• Licensing– Issues all marriages licenses in the City.
• Licensing– Issues taxi, taxi driver, street vendor, and use permits and licenses.
• Licensing– Issues and maintains all records of New York State dog licenses for animals in the City and coordinates with the Animal Control Officer and the Local Humane Society.
  • Dog park application 2020 web
  • New Dog License Application
  • Renewal Dog License Form
• Overnight Parking Passes – Overnight parking is allowed in designated city lots with a pass from December 1 to March 31 when all vehicles must be off the City Streets from the hours of 1 am-6 am to facilitate plowing.  Pass can be obtained starting November 1st of each year.
  • Overnight Parking Pass Application
• Meeting Minutes—Supervises and records all minutes of public meetings and ensures open meeting laws are followed.
• Notary Services – Provides licensed notaries in New York State for processing legal documents for the City and its citizens.
• Parking Tickets 2020 – Administer the collection of all parking tickets fines in coordination with City Court and a third-party agency.
• Payroll – Conduct all payroll activities of the City.
• Purchasing – Issues all orders for materials, goods, and equipment in conjunction with New York State approved purchasing policies and bidding procedures.
• Records Retention – Controls retention and storage of all City records.
• Tax Sale – Conduct annual Tax Sale of property due to delinquency.
• Taxes – Administers and collects taxes for the City, County, and School tax delinquencies.
• Vital Records – Processes and maintains all birth, marriage, and death records that occur within the City limits.
• Water/Sewer Billing – Produce billing for all water and sewer consumption, maintains accounts receivable system and collection of water rent accounts.

Number of Employees: 5