FINANCE & ADMINISTRATIVE SERVICES S MISSION, VISION, and PRIMARY OBJECTIVE

Transcription

1 FINANCE & ADMINISTRATIVE SERVICES S MISSION, VISION, and PRIMARY OBJECTIVE Our Mission The mission of the Finance & Administrative Services Departments is to work in partnership with the Mayor, City Council Members, City Administrator, all departments, other governmental agencies and citizens to provide excellent service to our community. Our Vision - Excellence in the management of carefully garnered public resources. Our Primary Objective - To provide financial management, information, and business products to policy makers, departments, agencies, investors, and the community so they can have confidence in the City of Arden Hills government, make informed decisions, and achieve their results. Current Organization Finance & Administrative Services Finance Administrative Services Accounting Revenue Management Administrative Human Resources Financial Planning Investments Customer Service Benefit Administration Budget Cash Management Records Management Compensation Financial Reporting Debt Management Information Processing Employee Records Audit Coordination Banking Services Permitting OSHA Compliance General Ledget Fiscal Policies Licensing Safety Committee Fixed Assets Elections Federal Reporting Infrastructure/CIP Meeting Agendas State Reporting Insurance/Risk Management Minutes Pay Equity Training Ordinances Employee Training Purchasing Resolutions Policies and Procedures Correspondence Website management Technology Plan Information Technology (IT) Admin to Depts 1 of 7

2 Current Organization by Position Director of Finance and Administrative Finance Activities Human Resources Special Projects Information Technology Risk Management to the City Administator City Clerk Elections Licensing & Permits Records Management Charitable Gambling Human Resource Safety Committee Data Practices Requests Council Minutes & Agendas Admin Update Central Files Web Master Wellness Committee Sharepoint (Intranet) Accounting Analyst Finance Analyst Accounting Clerk Finance Intern Office Specialists (1.0) (2) Customer Service Admin Intern/Student Specialist Worker (0.5) Accounts Payable Cash Management Utility Billing Accounts Payable Receipt Sp Assessments Cash Receipts/Cashier Scan Files to Laserfiche Audit Coordination Investments Accounts Receivable File Maintenance Cash Receipts/Cashier Building Permits Bulk Mailings Financial Reporting Budget Cash Receipts Recon Payroll Elections Public Meeting Notices Front Desk-Counter Monthly Financial Rpts FPAC Agendas Bank Deposits Building Permits Park & Rec Guide Shredding CAFR FPAC Minutes Audit Planning Comm Packets Recreation Registration Copying Project Management Audit Check Writing Council Packets Animal Licensing Filing Fixed Assets Bank Reconciliations Financial Reporting Public Meeting Notices Elections Special Projects Training Financial Reporting File Maint (Finance) Building File Maint Answer Phone-Primary Payroll Long-range Planning File Maint(Gen Files) Licensing and Permits Front Desk-Counter-Primary Benefit Administration Capital Impr Plan (CIP) Back-up Front Desk City Website Office Supplies Financial Reporting Springbrook Software Special Assessments Celebrating AH Mtg Room Scheduler Risk Management Quarterly Fin Reports Public Meeting Notices Monthly Reports Customer Service Purchase Orders Sharepoint (Intranet) Gen Office Sup(Backup) Notary Office Equip Maint Lodging Tax Budget Book PAFR Planning Comm Minutes Parking Permits Purchase Orders CAFR to Fin Analyst & Acctg Analyst PTRC Minutes On-call Schedules File Maintenance Information Technology Backup Acctg Analyst Park & Rec Guide Petty Cash Escrow Procurement Cards File Maint (Gen Files) General Office Work Comp Audit Quarterly Payroll Rpt Contract Files Notary Internal Service Funds Chart of Accounts Calendars Oversee UB and AR General Ledger Time cards Backup Finance Analyst to Finance Director PMP Letters and Mailings Backup Acctg Clerk Backup Acctg Analyst Publication of Ordinances Resolution Files Ordinance Files Answer Phones-Secondary Front Desk-counter General Office Daily Mail Sort Gopher One Calls * Some of the tasks appear under multiple persons because of Internal Controls and Separation of Duties 2 of 7

3 Proposed Organization by Position Director of Finance and Administrative Finance Activities Human Resources Special Projects Information Technology Risk Management to the City Administator City Clerk Elections Licensing & Permits Records Management Charitable Gambling Human Resource Safety Committee Data Practices Requests Council Minutes & Agendas Admin Update Central Files Web Master Wellness Committee Sharepoint (Intranet) Acctg Clerk/Office Office Accounting Analyst Finance Analyst Accounting Clerk Specialists 0.5 (2) Customer Service Specialist Accounts Payable Cash Management Utility Billing Accounts Payable Receipt Sp Assessments Cash Receipts/Cashier Audit Coordination Investments Accounts Receivable File Maintenance Cash Receipts/Cashier Building Permits Financial Reporting Budget Cash Receipts Recon Payroll Elections Public Meeting Notices Monthly Financial Rpts FPAC Agendas Bank Deposits HR Building Permits Park & Rec Guide CAFR FPAC Minutes Audit Records Mgmt Planning Comm Packets Recreation Registration Project Management Audit Check Writing Scan Files to Laserfiche Council Packets Animal Licensing Fixed Assets Bank Reconciliations Financial Reporting Bulk Mailings Public Meeting Notices Elections Training Financial Reporting File Maint (Finance) Front Desk-Counter Building File Maint Answer Phone-Primary Payroll Long-range Planning File Maint(Gen Files) Shredding Licensing and Permits Front Desk-Counter-Primary Benefit Administration Capital Impr Plan (CIP) Back-up Front Desk Copying City Website Office Supplies Financial Reporting Springbrook Software Special Assessments Filing Celebrating AH Mtg Room Scheduler Risk Management Quarterly Fin Reports Public Meeting Notices Special Projects Monthly Reports Customer Service Purchase Orders Sharepoint (Intranet) Gen Office Sup(Backup) Notary Office Equip Maint Lodging Tax Budget Book PAFR Planning Comm Minutes Parking Permits Purchase Orders CAFR to Fin Analyst & Acctg Analyst PTRC Minutes On-call Schedules File Maintenance Information Technology Backup Acctg Analyst Park & Rec Guide Petty Cash Escrow Procurement Cards File Maint (Gen Files) General Office Work Comp Audit Quarterly Payroll Rpt Contract Files Notary Internal Service Funds Chart of Accounts Calendars Oversee UB and AR General Ledger Time cards Backup Finance Analyst to Finance Director PMP Letters and Mailings Backup Acctg Clerk Backup Acctg Analyst Publication of Ordinances Resolution Files Ordinance Files Answer Phones-Secondary Front Desk-counter General Office Daily Mail Sort Gopher One Calls * Some of the tasks appear under multiple persons because of Internal Controls and Separation of Duties 3 of 7

4 PROGRAMS and SERVICES Finance The finance department plans, organizes, leads, and monitors the activities of the two programs: accounting and revenue management. Finance Goals Developing and implementing efficient and effective financial policies, plans and reporting systems that assure the City s long-term fiscal health. Protecting the City s assets from unauthorized use. Effectively using the City s financial information technology resources in improving productivity, customer service and access to critical information. Providing quality service to all of the division s customers both external and internal. Major Activities Fiscal policy advice and guidance. Preparing and implementing policies and plans for effectively managing the City s financial resources and preserving its long-term financial health; advising the Mayor, Council, City Administrator and management staff on fiscal matters; coordinating the preparation of the City s financial plan and budget; and reviewing Council agenda reports and other policy documents for fiscal impacts. Department leadership. Develop an organization that effectively builds and uses the talents and skills of each team member in achieving the department s mission, vision and objectives; communicating the City s mission, vision and goals to all team members and assuring that they guide actions and outcomes; developing departmental and employee work programs and monitoring performance; coordinating activities with other departments; maintaining a positive work environment and achieving a high level of employee morale; and representing department programs before the Council, public, staff and other public agencies. Department administration. Coordinating financial activities; preparing and administering departmental budgets and financial reports; supervising department personnel; and maintaining financial records. Accounting The accounting program coordinates preparation of the City s budget, issues financial reports, and administers the disbursement of City funds in accordance with adopted fiscal policies and internal control procedures. Developing and implementing effective and efficient financial planning, reporting, and accounting systems that help the operating departments achieve their objectives. Providing excellent customer service. Protecting the City s resources from unauthorized use. Financial planning and reporting. Coordinating preparation of the financial plan and annual budget; preparing the comprehensive annual financial report (CAFR); coordinating annual and special audits; preparing annual Office of the State Auditor Reports; issuing interim financial reports on the City s fiscal and budgetary status; maintaining on-line access of financial information to City management and other system users. Accounts payable. Maintaining the organization s accounts payable system, processing the City s accounts payable and issuing checks to vendors; filing special and annual reports required by regulatory and grant agencies; reviewing internal controls and adhering to established payable procedures; maintaining vendor files; reviewing and auditing selected pay authorizations. General accounting services and policies. Maintaining the general ledger system and chart of accounts; preparing daily cash deposits and reports; reconciling monthly bank statements; providing accounting services; establishing accounting policies, systems and practices; reviewing selected financial documents for compliance with City policies and procedures; maintaining historical records of the City s financial performance. 4 of 7

5 Revenue Management The revenue management program administers the City s treasury and revenue operations in accordance with established fiscal policies. Developing and implementing effective and efficient revenue planning, monitoring and reporting systems which help assure the City s long-term fiscal health. Providing quality customer service. Protecting the City s cash assets from unauthorized use. Utility billing. Maintaining the utility billing system, including customer files, records, and data; posting, billing and distributing water, sewer and surface water management invoices; reviewing internal controls and adhering to established utility billing procedures. Accounts receivable. Maintaining organization-wide accounts receivable system, including customer files, grant receipts, escrow accounts, and hotel-motel tax collections; reviewing internal controls and adhering to established accounts receivable procedures. Special Assessments. Maintaining the special assessment system; annually certifying special assessments to the County for collection with property taxes; responding to inquiries and requests for special assessment information. Cashiering. Providing support for cashiering services; reviewing, reconciling, and posting all cash receipting deposits; depositing and accounting for all banking deposits. Revenue forecasts and rate reviews. Preparing revenue forecasts and monitoring trends; assisting in establishing utility rates, and fees, and making recommendations to Council as appropriate. Investments, banking services, and debt service administration. Managing the City s investment portfolio in accordance with adopted policies and plans, including preparing cash flow projections, coordinating broker/dealer services, identifying appropriate investment vehicles and timeframes, and allocating interest earnings among funds in accordance with generally accepted accounting principles; administering the City s banking services contract; coordinating project financings and administering debt service obligations in accordance with bond covenants. 5 of 7

6 Administrative Services The Administrative Services department plans, organizes, leads, and monitors the activities of the two programs: Administrative and Human Resources. Administrative Services Goals Provide customer service both internally to the organization and externally to the public. Maintain official records of the City through effective records management systems. Perform the statutory duties of the Clerk s office. Administer elections. Establish and coordinate human resource programs, policies and procedures to ensure that City recruits and maintains a qualified workforce according to Federal and State laws. Maintain City website, social media and communications. Major Activities Policy advice and guidance. Preparing and implementing policies and plans for effectively managing the City s human resources and preserving its long-term health; advising the Mayor, Council, City Administrator and management staff on personnel matters; maintaining official City documents; and performing the statutory duties of the Clerks office. Department leadership. Developing an organization that effectively builds and uses the talents and skills of each team member in achieving the department s mission, vision and objectives; communicating the City s mission, vision and goals to all team members and assuring that they guide actions and outcomes; developing departmental and employee work programs and monitoring performance; coordinating activities with other departments; maintaining a positive work environment and achieving a high level of employee morale; and representing department programs before the Council, public, staff and other public agencies. Department administration. Coordinating activities; administering elections; preparing and administering the City s permit and license programs, administering department personnel; and maintaining central files and official City records. Administrative The office administration program plans, organizes, leads, and monitors the activities of the office support activities to all departments. Developing and implementing efficient and effective records management systems. Providing quality service to all the City s customers both external and internal (this includes all City departments). Records Management. Developing and maintaining central files. This is both hard copy files and laser fiche files. Maintain official City documents such as Ordinance Books, Resolution files, Official City Minutes, Agendas, posting and notices, calendars, and website information. Information Processing. Developing and administering all City permits, licenses, information requests, recreation registrations, and handle all City front desk counter activity. Elections. Assist in election administration and administer absentee ballots at City Hall. Office. Assist all City departments with meeting agendas, meeting and commission minutes, preparation of presentation materials, correspondence, and other support as needed. 6 of 7

7 Human Resources The human resources program coordinates the recruitment, selection, development, training and assessment of appropriate human resource needs for the City. Provide recruiting, interviewing, and other personnel services for all City departments. Administer classification and compensation system for all employees in compliance with pay equity. Plan and coordinate in-house training programs for City staff. Administer City benefit plans. Establish and coordinate an in-house employee safety program to ensure OSHA compliance, employee education, and to provide for a safe work environment for the City s employees. Establish and coordinate an in-house employee wellness program. Recruitment and selection. Coordinate the recruitment process for open City positions. Ensure positions are posted, screen applicants, set up interviews, do background checks, and follow recruitment process through the hiring process. Work with various City departments to fill there employment needs based on approval of the City Council. Employee benefits and compensation administration. Ensure compliance with Pay Equity reporting. Periodically update and maintain current job descriptions. Coordinate market studies when appropriate. Administer all employee benefit programs. Implementation of, and compliance with Federal and State employment laws. Keep current with employment law and reporting. File mandatory reports by the proper deadlines. Labor negotiations. Work with City Administrator and City Council to negotiate union contracts. Processing of employee grievances. Take and investigate employee grievances and concerns. Decide the appropriate actions that need to be taken according to law and the City s personnel policy. Work with City departments and employees to resolve issues. Development of Personnel Policies. Review current policies, update and establish new policies as needed or mandated by law. Coordination of City Safety Program. Establish an employee Safety committee to ensure a safe work environment for employees and to protect the City. Coordination of City drug and alcohol testing program. Work with the provider and City departments to administer program. Follow thru with any violations according to City Policies and Union contract. Coordination of City Wellness program. Establish a wellness committee to ensure keep health care costs to a minimum and a productive workforce. 7 of 7