Clerk Services

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Duties and Functions of the Genesee County Clerk

The Genesee County Clerk records, maintains and provides access to legal, court, business and real property records. The office also processes passport applications, pistol permit records, oaths of office and specialized taxes.

Office of Court Administration Filings

The County Clerk serves as an agent for the New York State Office of Court Administration and processes:

  • Notes of issue
  • Jury demands
  • Small claims assessment review petitions
  • Requests for judicial intervention
  • Notices of appeal
  • Related court filings

Business Names and Records

The County Clerk indexes, files, searches and certifies assumed name certificates and corporation records.

Civil Court Records

The County Clerk indexes, files, microfilms, searches and certifies civil court proceedings, including:

  • Judgments
  • Name changes
  • Matrimonial actions
  • Foreclosures
  • Lawsuits
  • Guardianships and conservatorships
  • Separation agreements
  • Contracts and tort actions
  • Tax certiorari proceedings

Matrimonial actions and separation agreements are sealed for 100 years.

Criminal Court Records

The County Clerk indexes, files and searches criminal court proceedings, including:

  • Indictments
  • Conditions of probation
  • Court minutes
  • Appeal proceedings

The office also issues certificates of conviction and certifications of commitment. Youthful offender and sex offense records are sealed or subject to restricted access.

Genealogy and Historical Research

The County Clerk maintains and searches historical records that may support genealogical and local history research, including:

  • Military records from the Revolutionary War, War of 1812, Civil War and other conflicts
  • Church formation records
  • Cemetery and library records
  • Oaths of office
  • Early court records, including Oyer and Terminer, Circuit Court and Court of General Sessions records
  • Election records
  • Tax collector bonds
  • Adoption records, which are sealed

Judgments, Liens and Executions

The County Clerk files, indexes, searches and certifies:

  • Judgments
  • Federal tax liens
  • Uniform Commercial Code filings
  • Mechanics' and producers' liens
  • Building loan agreements
  • Notices of lending
  • Crime victim liens
  • Hospital welfare liens
  • Criminal surety bond liens

The office also issues income and property executions for the collection of judgments.

Other Recorded Documents

The County Clerk records:

  • Military discharges
  • Exempt Volunteer Firefighter Certificates
  • Powers of attorney
  • Water and sewer district proceedings
  • Trust agreements
  • Notices of pendency
  • Related documents

Passport Applications

The County Clerk reviews and processes passport applications as an acceptance agent for the United States Department of State.

Pistol Permit Records

The County Clerk maintains pistol permit files, processes background checks, issues non-destruction certificates and registers handguns.

Public Records Access

The County Clerk maintains records for public inspection and access, except for records that are sealed or restricted by law.

Restricted records may include:

  • Adoption records
  • Youthful offender records
  • Sex-related criminal records
  • Divorce and separation agreements
  • Coroner's inquests
  • Judicial decisions

Oaths of Office and Notary Services

The County Clerk administers, indexes and files oaths of office for:

  • Notaries public
  • County officials
  • Town officers

The office also provides notarial services.

Real Property and Land Records

The County Clerk records, indexes, microfilms and searches documents related to Genesee County real property and land records, including:

  • Deeds and mortgages
  • Easements and rights-of-way
  • Agreements and leases
  • Affidavits
  • Assignments, releases and discharges
  • Contracts
  • Maps and subdivisions
  • Land separations
  • Highway proceedings

Mortgage and Real Estate Transfer Taxes

The County Clerk collects, distributes and apportions mortgage tax and real estate transfer tax as an agent for the New York State Department of Taxation and Finance.

Funds are distributed to:

  • New York State
  • Rochester Regional Transportation Authority
  • New York State Mortgage Agency
  • Municipalities within Genesee County
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