19 O.S. § 1500(A)

As noted above, the county clerk usually either assumes the duties of the county purchasing agent or designates an employee to perform those duties unless the budget board appoints a purchasing agent.

In the county purchasing process, the county clerk has the following responsibilities as county clerk, whether serving as the purchasing agent or not:

• Upon receiving the Requisition - Purchase Order - Claim form, assign a sequential number to the form and update the Purchase Order Calendar; 19 O.S. § 1505(C)(D)
• Encumber funds in the amount stated on the purchase order to the account specified; 19 O.S. § 1505(C)(1)(2)
• Certify that sufficient funds are available by signing the certificate on the Requisition -Purchase Order - Claim form; 62 O.S. § 310.2(A), 62 O.S. § 310.3
• Compare the Requisition - Purchase Order - Claim form and the invoice with SA&I Form 4030, Receiving Report, and the delivery document when an invoice is received from a vendor, and ensure that all three documents contain the same exact cost, quality, and quantity; 19 O.S. § 1505(E)(10)
• Complete the Affidavit for Contracts and Payments (SA&I Form 4001) for every contract entered into by any county for payment for an architect, contractor, engineer, or supplier of construction materials of Twenty-Five Thousand Dollars ($25,000.00) or more; 62 O.S. § 310.9(A)(B)
• A vendor may submit one affidavit annually for multiple contracts; 19 O.S. § 1505(F)
• Submit documents to the board of county commissioners for payment; 19 O.S. § 1505(E)(11)
• Prepare warrants for payment after the board has approved payment; 19 O.S. § 178.3
• Maintain a copy of the county inventory record as prepared and submitted by the department; 61 O.S. § 112
• Retain Requisition - Purchase Order - Claim files for five fiscal years, not counting the current, 19 O.S. § 155.2