Duties of Certain Local Government Officials

Overview

There are many different local government officials. Some of them are elected. Some of them are not. This course focuses on the positions that tend to work with libraries. The duties may vary depending on the form of government used by your city or county. It may also have local variations as city councils, county commissioners, or administrators try to manage the workloads of local government employees.

This course will stay high level. Review the resources linked below for indepth information and the relevant Montana Code Annotated.  

Municipal officials 

• Montana Code Annotated Title 7 Local Government, Chapter 4 Officers and Employees Part 44. Municipal Officers in General

County officials

• Montana Code Annotated Title 7 Local Government, Chapter 4 Officers and Employees Part 22. County Officers in General
  

County Commissioners

County Commissioners have a duty to maintain the infrastructure (roads, buildings, etc.) within the county, appoint board members, set and adopt the budget, levy taxes, handle county personnel management, plan and provide for county government services.

City Council Members

City Council members set and adopt the budget, are responsible for public safety and welfare of citizens, and can levy taxes for running the city. Council members are very much a legislative body – primarily focused on creating and setting law and managing the funding of the city.

Read more about the various officials, their qualifications, and duties in Chapter 1.5 in the Montana Municipal Officials Handbook (page 21-22).

Mayor

The powers and duties of this individual depend on the form of government used by the municipality. 

If the town or city has hired a city manager, the mayor often assumes a more ceremonial role. The mayor may welcome people to the community or speak at public events. Even if the mayor’s role is more ceremonial this person still runs the council meetings, helps set the agenda, and can vote when there is a tie.

If the city doesn’t have a hired administrator/manager, the mayor assumes many of the executive functions. This means the mayor can hire, supervise, and manage city employees and department heads. The mayor will often work closely with the clerk or finance officer to set the city budget and acts more as an executive of the town then a member of the legislative body. The mayor still runs the council meetings, sets the agendas, and can vote when there is a tie.

City Manager/County Administrator

A City Manager/County Administrator handles the executive functions of local government. This means they hire, supervise, and terminate local government employees. They create a draft budget for the local government entity usually working closely with the finance director, treasurer, and department heads. They make recommendations to the city council or county commission on items that need to be addressed and oversee the functions of local government.

Clerk/Clerk and Recorder/Finance Director

A Clerk, Clerk and Recorder, or Finance Director handles the management of the funds for the local government entity. The form of local government determines how much work is placed on the clerk. This position has a lot of responsibility and duties. In some communities the financial accounting duties of the clerk have been given to a finance director.

Clerks handle all accounting of expenditures for local government. They are responsible for making sure local government officials follow the Local Government Budget Act, open meeting law, public participation laws, code of ethics, and public records management. They may also handle elections.

They often help set the agendas for council or commission meetings, may record the minutes, and help with other meeting materials such as compiling policies and setting a budget. 

If there is a city manager or county administrator, some of these duties are handled by that position. In most communities, the clerk handles the accounting and budget work which is where they most influence what happens with the library. 

Treasurer

A Treasurer handles the revenue side of the finances of local government. They usually work closely with a clerk or finance director. The treasurer is responsible for making sure the local government officials follow the local government budget act and taxation laws to determine how much revenue the local government can raise. The treasurer accepts tax payments and other funds received by the county. In many municipalities, the clerk serves as the treasurer.

Attorney

An Attorney handles legal questions from city council, county commissions, or other local government officials. The attorney usually reviews contracts and agreements. They may also answer legal questions from department heads and give legal guidance to the city council or county commission.

In order to qualify for this position, the individual must be licensed to practice as an attorney in Montana.

Read more in the Montana Code Annotated

• Title 7. Local Government. Chapter 4. Officers and Employees. Part 27. Office of County Attorney
• Title 7. Local Government. Chapter 4. Officers and Employees. Part 46. Office of City Attorney

Other Roles

In some larger cities and counties you might have additional local government officials or employees who connect with the library's finances, personnel, or facilities. These may include

• Human Resources staff
• Assistant or Deputy Attorney
• Assistant or Deputy Clerk
• Administrative Assistants
• Specialists
• Facilities staff

As you get to know all of the local government workers, use your knowledge of the form of government and the specific individuals who carry out the work of the community.  Knowing who an individual reports to can help navigate communication channels when there is an issue to resolve or a new idea to float out for feedback.

Your next activity is Knowledge Check 2.