Local government

Recorder or Clerk

The Basics

Most counties and municipalities have a government office, or a single official in smaller towns and villages, who maintains public records and provides administrative support to the local government. This role is usually called a Recorder or Clerk (not to be confused with a Court Clerk, who works specifically for a court system), and some municipalities elect them directly.

In most municipalities, the recorder keeps track of property records and makes them available to the public when needed. This important job is a crucial part of buying or selling a house, settling an estate after a loved one has passed, and settling legal conflicts over property ownership. In many municipalities the recorder or clerk also issues marriage licenses and other types of licenses.

In smaller municipalities, this role might have other jobs too, like taking notes at council meetings or managing official records for the local government. In some towns and villages, the recorder is a voting member of the local council, or even serves as a vice-mayor and can become mayor if needed.

Even though it’s a pretty low-profile position, recorders and clerks are responsible for making important information available and accessible to the public. Electing these officials directly is one way of keeping them accountable to the people they serve.

How can I make my voice heard?

Democracy works when you do! Learn how to advocate for what you believe in, no matter the office or government agency, with our handy Genius Guides to advocacy.

Sources: City of Norfolk, Virginia; New York City Office of the City Clerk

What have Recorders and Clerks done?

These officials are responsible for a lot of the administrative work that keeps your local government running. Here are just a few examples of actions that have made a big impact:

Case Study: local officials protest a budget standoff in PennsylvaniaLink

In October of 2025, Pennsylvania’s state budget was 16 weeks overdue. The state’s new fiscal year had begun on July 1, but leaders in the State House and State Senate had been unable to come to an agreement on funding levels for education, healthcare and other programs, while some leaders also wanted to reduce taxes. As negotiations continued, county governments, which depend on state funding for education and human services programs, were starting to feel the strain of not receiving those funds. Making matters worse, the federal government was also in a shutdown, leaving local governments with a lot of uncertainty to contend with.

Bryan Tate, the York County Register of Wills, along with Clerk of Courts Dan Byrnes, decided that they had a card to play in the budget fight. Local agencies like the Register of Wills office are responsible for collecting fees on the various transactions they manage, and they also collect certain taxes. A lot of that money is then transferred to the state government, usually on a monthly basis. Tate and Byrnes decided to withhold the money York County owed the state government in protest of the late budget. In explaining their choice, Byrnes said that since the beginning of the fiscal year, his office had sent over half a million dollars to the state government, while county programs and school districts were going unfunded with no budget in place. The two officials said they would set the state’s money aside, but would not transfer it until a budget was passed.

At the time of this incident, state officials would not confirm whether Tate and Byrnes’ actions were legal. Their actions highlight the power these local offices hold due to their ability to handle taxpayer money. (The budget was eventually passed in November, with compromises on both sides. Many local governments and school districts had dipped into their reserves, cut programs, and took out loans to cover the gap in funding.)

Sources: York Daily Record; City & State Pennsylvania; Spotlight Pennsylvania

How does it work in my state?

Scroll down and click on your state to learn more about the specifics of a recorder or clerk’s powers and responsibilities where you live. (If your state isn’t here yet, check back often – we’re adding more info all the time. If your state doesn’t elect these roles, it won’t appear here.)

North Carolina: Register of DeedsLink

Term limits: none; terms are four years

Eligibility: to run for any office in North Carolina, you must be at least 21 years old and eligible to vote in the state

The Register of Deeds is your county’s chief record-keeper. The office maintains and issues a variety of records you might need for important transactions like getting married, buying a home, or filing for military benefits. Their most important powers and responsibilities are:

  • Registering and filing deed and mortgage records, and other records related to home ownership and real estate
    Filing these records is crucial to proving ownership of property, and can only be done at this office
  • Issuing marriage licenses, birth certificates (including adoptive birth certificates), and death records, including certified copies
  • Registering notaries
  • Keeping military discharge documents
    These records can also be obtained from the federal government, but keeping an official copy at your local register’s office makes these records conveniently accessible if needed.
  • Serving as clerk to the county’s Board of Commissioners
    The board may give the register other duties on behalf of the county government
  • Managing deputies and assistants
    Depending on how busy the office is, the register of deeds might have one or two deputies, or may have a large team
  • Collecting excise taxes and fees
  • Providing resources to the public
    If you need paperwork for a legal transaction and aren’t sure where to get it, your local register’s office is a great place to start. Just remember they can’t give you legal advice

Sources: the North Carolina Constitution, Article VI; North Carolina General Statutes, Chapter 161; North Carolina Association of Registers of Deeds

Pennsylvania: Registers of Wills and Recorders of DeedsLink

Term limits: none required by state law; terms are four years

Eligibility: to run for office in Pennsylvania, you must be a registered Pennsylvania voter, and have lived in the county you want to represent for at least a year

In Pennsylvania, every county has a Register of Wills and a Recorder of Deeds, and in most cases these officials are elected – Philadelphia, which has a Department of Records instead of an elected recorder, is one exception. Each office manages different types of records. In many smaller counties, one person holds both jobs; in these counties, the office is often called the ‘Register and Recorder.’ These offices keep a lot of records that may be needed in legal proceedings, but they can’t give you individual legal advice. 

Register of Wills: manages estate and probate-related records

  • Issues marriage licenses and maintains marriage records
  • Administers the probate process
    Probate is a legal process that proves that wills are valid, so estates can be distributed according to the deceased’s wishes
  • Keeps all records of wills, estate inventories, and other documents related to estates and inheritance
  • Issues letters of administration when someone dies without a will
  • Collects inheritance taxes
    Visit this office to file or pay these types of taxes
  • Makes marriage and will, estate, and inheritance-related documents available to the public
    Visit this office if you need access to or certified copies of these types of records

Recorder of Deeds: manages land and property records, taxes, and more

  • Maintains all land and property records for the county
    Including records of ownership, sales and transfers, and other transactions
  • Collects county and state fees and real estate transfer taxes
  • Keeps military discharge records (DD214 forms) for service and reserve members
  • Keeps power of attorney records
    A power of attorney document is a legal document allowing someone else to make decisions on a person’s behalf when the person isn’t able to. POAs need to be formally filed to be valid, and in Pennsylvania that’s the recorder’s job.
  • Maintains many other types of records, and makes them available to the public when needed
    If you need a document and don’t know where to get it, the recorder’s office is a great place to start

Sources: the Constitution of Pennsylvania; Pennsylvania Consolidated Statutes Title 16 Chapter 13, Chapter 123, Chapter 141; Franklin County Register & Recorder’s Office; Montgomery County Recorder of Deeds Office; Philadelphia Register of Wills Office

VirginiaLink

Term limits: none; terms are two or four years, depending on the town

Eligibility: to run for Recorder, you must be qualified to vote in Virginia, a resident of the county you want to represent, and have been a resident of Virginia for at least one year

Many of Virginia’s counties, cities, and towns have a recorder or clerk. Most municipalities appoint these officials, but in a few smaller towns, recorders are elected. Their most important job is to maintain the town’s records and documents and provide administrative support to town governments. Their main responsibilities are:

  • Maintaining the town’s official records and documents
  • Making records and documents available to the public when needed
  • Providing administrative support to the town council
    Including by taking notes during council meetings and recording other official proceedings
  • In some towns, serving as vice-mayor
    In these towns, the recorder steps in and becomes interim mayor if the elected mayor can’t serve for any reason

Sources: the Constitution of Virginia; Town of Berryville Charter; Town of Belle Haven Charter; Town of Boyce Charter; Office of the Norfolk City Clerk