Gilroy Municipal Code Art. VI Department of Administrative Services

The department of administrative services is hereby created.

(Ord. No. 2005-24, § 1, 11-21-2005)

The administrative services director shall be the head of the department and shall be appointed by the city administrator with the consent of the council.

(Ord. No. 2005-24, § 1, 11-21-2005)

Under the direct supervision of the city administrator, the director plans, organizes, administers, and directs the administrative services department, which includes the human resources/risk management, finance, information technology, and fleet and facilities divisions.

(Ord. No. 2005-24, § 1, 11-21-2005)

The division of finance shall be responsible for the following functions:

(a) Fiscal Supervision over Officers. Exercise general supervision over all officers of the city regarding the proper management of the fiscal concerns of their respective offices;

(b) Accounts. Maintain a general account system and accounting controls for all departments, offices, boards, commissions and agencies of city government;

(1) Prescribe Form. Prescribe the form of accounts and reports;

(2) Audit Accounts. Examine and audit the accounts of all officers and departments, and be responsible for causing the annual city audit to be conducted;

(3) Financial Statements. Make available to the city administrator monthly statements of all receipts and disbursements, cash on hand, fund balances and such other financial statements as the city administrator may require:

(4) Budget Duties. Give such assistance in the preparation of the budget as may be required by the city administrator;

(5) Payroll and Claims. Prepare and record the monthly payroll and voucher all claims against the city and prepare the necessary warrants and checks for payment thereof;

(c) Purchasing.

(1) Purchasing. Do all the purchasing of centralized materials, supplies, equipment and services for all departments, divisions, offices, boards, commissions and institutions of city government;

(2) Specifications. Prepare standard specifications for materials, supplies, equipment, and services wherever possible;

(3) Purchase Orders. Maintain a purchase order system and issue a purchase order when required by the city’s purchasing policy, which shall be signed by him/her or the city administrator, and authorize for payment no claim of any vendor unless the purchase order number appears on the invoice;

(4) Bids and Proposals. Verify that all bids and proposals shall be in accordance with the city’s adopted purchasing policy.

(5) Stores. Establish and operate a system of stores for the bulk purchases of commonly used items;

(6) Sell Personal Property. Sell, subject to the approval of the city administrator, such personal property as, in the opinion of the department head, officer, board or commission controlling it, will not be needed for further public use, except that such personal property having a value of more than the amount specified in the purchasing policy shall have the approval of the council prior to sale;

(d) Legality. Conduct the transactions of his or her office in strict conformity with sections 703 and 1109 of the Charter and with provisions of state law applicable thereto.

(e) Billing and Collection.

(1) The Billing Section. The responsibilities and duties of this section shall be:

Billing of license fees, permit fees, rentals, water charges, sewer rental charges, charges for special services, deposit charges, and any and all other charges for services or materials to be made by the city.

a. Accepting of application for service and handling of customer complaints.

b. Maintaining of accounts receivable and customer’s deposit ledgers.

c. Maintaining of meter reading schedules for the billing of water and sewer services.

(2) The Collection Section. The responsibilities and duties of this section shall be:

a. Performing of all the functions of collecting and depositing of monies receivable and due the city.

b. Collection of all taxes, special assessments, water charges, deposit charges, sewer rental charges, license fees, permit fees and any and all other revenues collectable by the city.

c. Receiving and custody of all monies receivable by the city from any source, and issuing of receipts therefor.

d. Safe keeping and the depositing of all monies received, in such depositories as may be designated by the city council, in compliance with the provisions of the state laws governing the handling, depositing and securing of public funds.

(f) Interest. Interest calculated on a monthly basis or any fraction thereof shall be imposed upon a delinquent obligation from the date such obligation becomes delinquent to the date it is paid. The rate of interest imposed pursuant to this section shall be eighteen (18) percent per annum.

(Ord. No. 2005-24, § 1, 11-21-2005)

The city treasurer shall be appointed by the city administrator with the consent of the city council.

(Ord. No. 2005-24, § 1, 11-21-2005)

The city treasurer shall invest all city funds on hand in a prudent manner consistent with state law and the City of Gilroy Investment Policy adopted by the city council.

(Ord. No. 2005-24, § 1, 11-21-2005)

The division of human resources and risk management shall be responsible for the following functions:

(a) Attend Meetings. Attend all meetings of the personnel commission and act as its secretary.

(b) Ordinance. Cause to be prepared and the council shall adopt a human resources ordinance which shall provide for the adoption by resolution of human resources rules and a position classification and compensation plan for city employees.

(c) Administrator Rules. Administer all human resources rules not specifically reserved to the council.

(d) Human Resources Rules. Prepare and recommend to the council the adoption, amendment, revision or repeal of such human resources rules as the personnel commission may advise.

(e) Position Classification Plan. Maintain a position classification plan for city employees and make such recommendations to the council for its improvement as the personnel commission may advise.

(f) Compensation Plan. Maintain a plan of compensation for city employees and recommend such revisions to the council as the personnel commission may advise, or as adopted by the council as a result of collective bargaining.

(g) Tests for Positions. Publish or post notices of test for positions in the classified service; receive applications therefore; conduct the tests; certify to the person having the power of appointment a list of all persons eligible for appointment to the appropriate position in the classified service; or recommend that these services be performed under contract.

(h) Human Resources History. Maintain appropriate human resources history records of each employee and notify the city administrator and department head of dates for performance evaluation and step increases in pay for those eligible for the same.

(i) Job Requirement. Provide each new employee with information regarding his or her job requirements.

(j) Employee Benefits. Maintain a cost effective employee benefits program.

(k) Insurance and Claims. Maintain appropriate insurance coverage and process all insurance matters and claims against the city.

(l) Other Duties. Perform such other duties as may be required by the city administrator and administrative services director.

(Ord. No. 2005-24, § 1, 11-21-2005)

The fleet division shall be responsible for the following functions:

(a) Coordinating the purchase of all city vehicles.

(b) Maintaining all city vehicles and other motorized equipment in safe operating condition by appropriate preventative maintenance and repairs.

(Ord. No. 2005-24, § 1, 11-21-2005)

The facilities division shall be responsible for the following functions:

(a) Custodial Services. Provide custodial services for all city offices and public buildings as assigned to maintain clean and healthy facilities for city employees and the public.

(b) Facilities Maintenance. Provide safe and functional city public buildings and facilities by appropriate maintenance, repairs and remodels.

(Ord. No. 2005-24, § 1, 11-21-2005)

The information technology division shall be responsible for the following functions:

(a) Coordinate the purchasing of all computer and network related hardware and software. These include but are not limited to:

(1) Desktops, laptops and servers.

(2) Software running on these devices.

(3) Peripheral equipment (e.g. printers, scanners, etc.).

(4) Cabling or connectivity-related devices.

(5) Audio-visual equipment including projectors and telephones.

(b) Develop and maintain effective, reliable and secure information systems to support city operations.

(c) Provide fast and reliable access to information systems.

(d) Facilitate the collection, storage, security and integrity of electronic data while ensuring appropriate access.

(Ord. No. 2005-24, § 1, 11-21-2005)

§ 2.50. through § 2.52. (Reserved)