(A) Administrative policies and procedures.
(1) Performance of duties. The Finance Director will perform all duties required of their office by state law, the Charter of the city, this subchapter, and ordinances of the city and such other duties not in conflict therewith as may be required by the City Manager.
(2) Responsibility to City Manager. The Finance Director will be immediately responsible to the City Manager for the effective administration of their Department and all activities assigned thereto.
(3) Sound practices. The Finance Director will keep informed as to the latest and best practices in his/her particular field and will inaugurate, with the approval of the City Manager, new practices that appear to be of benefit to the administrative organization of the city and to the public.
(4) Reports to City Manager. The Finance Director submits monthly and annual reports of the activities of the Finance Department to the City Manager and such other reports as the City Manager may request.
(5) Records. The Finance Director will establish and maintain a system of filing and indexing records and reports in sufficient detail to furnish all information necessary for proper control of the activities of the Finance Department and to form a basis for the periodic reports to the City Manager.
(6) Authority over employees. The Finance Director has the power, when authorized by the City Manager, to appoint and remove, subject to the merit principle of personnel administration as provided for in the Charter of the city and the personnel policies of the city, all subordinates under them.
(7) Cooperation with other departments. The Finance Director will furnish, upon the direction of the City Manager, to any other department of the city such services, labor, and materials as may be requisitioned by the head of such other department and as the facilities of the Finance Department permit through the same procedure and subject to the same audit and control as other expenditures are incurred.
(B) Duties. In all cases where the duty is not expressly charged to any other department or office of the city, it is the duty of the Finance Director to act to promote, secure, and preserve the financial and property interests of the city. In addition, the Finance Director will have the following specific duties:
(1) Fiscal supervision over officers. To exercise general supervision over all officers of the city regarding the proper management of the fiscal concerns of their respective offices, including:
(a) The examination of the books of each department of the city from time to time to see that they are kept in proper form; and
(b) Making certain that officers of the city receiving money pay the same into the City Treasury when thereto required, that all necessary financial reports are made by officers of the city, and the reporting of all delinquencies in such payments or reports to the City Manager.
(2) Duty upon default of officers. To report the default of any officer of the city to the City Manager, who will direct the City Attorney to take immediate legal measures for the recovery of the amount for which such officer may be in default;
(3) Responsibility for proceeds of bonds. To deposit the proceeds of all sales of bonds with the City Treasurer immediately after receiving the same and, until such deposit, to be responsible for the amount thereof;
(4) Payment of money from special trust funds. To pay to persons duly entitled thereto, on warrant of the Finance Director, without appropriation by the Council, any money paid into the City Treasury pursuant to condemnation proceedings or for the redemption of property sold for taxes or rising from special assessments for public improvements, park fund certificates, condemnation fund certificates, and all special trust funds;
(5) Accounts of receipts and expenditures. To keep in proper books a full and accurate account of all money received and disbursed by them on behalf of the city, specifying the time of receipt and disbursement, from whom received and to whom disbursed, and on what account received and disbursed and how paid;
(6) Payment of city employees. To pay city employees upon presentation of the properly certified payroll;
(7) Collect moneys and fees due. To demand and receive all moneys and fees owing to the city whenever any person is indebted to the city in any manner when the means of collection of such debt are not otherwise provided for by law, and when any claim cannot be collected by other methods, to report the same to the City Attorney for prosecution;
(8) Audit accounts. To examine and audit the accounts of all officers and departments subject to the approval of the City Manager;
(9) Prescribe forms. To prescribe the form of accounts and reports to be rendered by them;
(10) Budget estimates. To prepare estimates of revenue and give such other assistance in the preparation of the budget as may be required by the City Manager;
(11) Financial statements. To transmit to the City Manager at least semi-monthly audited statements of cash on hand and of classified unencumbered appropriation balances for the city as a whole and such other financial statements as the City Manager may from time to time require and to keep all departments, boards, commissions, and institutions currently informed of their classified unencumbered appropriation balances;
(12) Keep accounts. To keep all general accounts of the city government and of the respective departments, offices, boards, commissions, and institutions thereof;
(13) Purchasing agent. To act as purchasing agent for the city and for all offices, boards, and commissions if so directed by the City Manager;
(14) Annual inventory. To organize and supervise an annual inventory of all personal property owned or possessed by the city and to organize and supervise the accounting for supplies and materials;
(C) Official bond. The Finance Director will give and execute in favor of the city, as beneficiary, a surety bond in the sum of $100,000 for the faithful performance of the duties of his office and to account to the city for all sums of money coming into his or her hands or under his or her control during his service. The premium on such official bond will be paid by the city.
(Ord. 919-C.S., passed 9-7-21)