[G.O. No. 994, § 3; G.O. No. 1306, § 1;
G.O. No. 1502, § II; G.O. No. 1662, § 1]
There will be a Department of Administration and Finance the
head of which shall be the Town Administrator who shall serve without
additional compensation.
The Department of Administration and Finance shall include the
following offices and staff:
Town Clerk.
Chief Financial Officer.
Assistant Town Administrator.
Assessor of Taxes.
Tax Collector.
Historian.
[G.O. No. 994, § 3; G.O. No. 1662, § 1;
G.O. No. 1760, § I]
(a)
The Town Clerk shall be appointed by the administrator with the approval
of the Mayor and Town Council to hold office for a term of three years
and subject to the provisions of the Revised Statutes, Section 40:46-7,
with respect to tenure of office. The Town Clerk shall receive such
annual compensation as shall be provided for in the salary ordinance.
In addition to duties specified by the Revised Statutes of New Jersey,
the Town Clerk shall perform the following duties:
(1)
Serve as Clerk of the Town Council and its committees.
(2)
Attend all meetings of the Town Council and such committee meetings
as required by the chairman thereof.
(3)
Be the depository and custodian of all official surety bonds furnished
by or on account of any Town officer or employee, all insurance policies
upon or with respect to risks insured for the benefit of the Town
to protect it against any claims or liability whatsoever and all formal
contracts for work, labor, services, supplies, equipment and material
to which the Town may be a party.
(4)
Be custodian of all leases of property owned by the Town.
(5)
Be the depository and custodian of all performance bonds or any other
form of security given by any contractor or subdivision developer
or other persons on account of work done or to be done in or for the
Town.
(6)
Administer the provision of Town ordinances with reference to all
licenses required by law or ordinance to be obtained from the Town
Clerk.
(7)
Issue such licenses as may be authorized by the Town Council pursuant
to the state alcoholic beverage control laws and Town ordinances.
(8)
Issue certificates as to approval of land subdivisions by the Town
Planning Board or the Town Council pursuant to Revised Statutes, Section
40:55-1.24.
(9)
Issue certificates as to liability for assessments for municipal
improvement.
(10)
Perform any additional functions, powers or duties as may be
prescribed by the Town Council or Town Administrator.
(11)
Raffle and bingo licensing. The Municipal Clerk is hereby authorized
and delegated the authority to approve the granting of raffle and
bingo licenses to be held by the Town of Westfield.
[Added 9-11-2007 by G.O.
No. 1906]
(b)
The position of Deputy Town Clerk is established. The Deputy Town
Clerk shall be appointed by the administrator with the approval of
the Mayor and Town Council to hold office for a term to be established
at the time of appointment. The duties of the Deputy Town Clerk shall
be to perform such duties as are assigned to the Deputy Town Clerk
by the Town Administrator and by the Town Clerk and to perform all
of the duties of the Town Clerk in absence of the Town Clerk. The
Deputy Town Clerk shall receive such annual compensation as shall
be provided for in the salary ordinance and the position shall be
assigned to the grade eight level for salary.
[G.O. No. 1306, § 2; G.O. No. 1662, § 1]
There is hereby created the office of Historian of the Town.
[G.O. No. 1306, § 3; G.O. No. 1662, § 1]
The Historian shall be appointed by the Mayor and Town Council,
for a term of two years; provided, the person initially appointed
to such office or to fill a vacancy caused by the resignation of such
initial appointee shall hold such office until December 31, 1983.
[G.O. No. 1306, § 4; G.O. No. 1662, § 1]
The duties of the Historian shall be as follows:
(a)
Assist in projects of commemoration, including the erection of monuments,
historic markers and guide signs.
(b)
Advise the Mayor and Town Council concerning the acquisition, administration,
use and disposition of any landmark or historic site or historic documents.
(c)
Collect, preserve, catalog and make available materials and documents
relating to the history of Westfield and its environs.
(d)
Store such materials in a manner as to insure their preservation,
and notify the State Archivist, New Jersey Historical Commission,
County Historian and the Mayor and Town Council of any materials which
should be acquired for preservation. Upon leaving the position, the
Historian shall turn over all materials, records and reports into
the possession of the successor if then appointed or to the Town Council
until a successor shall be appointed.
(e)
Make an annual report to the Mayor and Town Council stating all the
work performed and accomplished during that year. The Historian shall
transmit a copy of such report to the New Jersey Historical Commission.
(f)
Such other duties as the Mayor or Town Administrator may from time
to time assign.
[G.O. No. 1306, § 5; G.O. No. 1662, § 1]
The Historian shall serve without compensation. The Mayor and
Town Council may annually appropriate such funds as may be necessary
for expenses incurred in performance of his duties.
[G.O. No. 1502, § III; G.O. No. 1662, § 1]
(a)
The Purchasing Agent shall be appointed by the Town Administrator
with the concurrence of the Mayor and shall receive such compensation
as shall be provided for in the salary ordinance. The duties of the
Purchasing Agent shall be defined as follows:
(1)
All services, supplies, materials, equipment and all other items
needed by every Town department shall be purchased and contracted
for, and all bids received through the Purchasing Agent except where
otherwise required by statute. All using agencies shall submit estimates
or requisitions for the amounts and kinds of services, supplies, materials,
equipment and all other items needed. The Purchasing Agent, after
standardization of the necessary qualities and specifications so far
as possible and as herein provided, shall purchase such services,
materials, supplies and equipment and other items needed from the
lowest responsible bidder after due advertisement as required by law,
preferring wherever lawfully possible and not economically against
the interest of the municipality, local merchants and suppliers. Advertisement
shall not be necessary in case of purchase of small items of less
than the amount as provided and as adjusted from time to time by the
State of New Jersey pursuant to Chapter 469 of the laws of 1985 unless
provided by law to the contrary, or when the Mayor and Town Council
shall direct otherwise. In instances of purchases for less than the
aforesaid amount as promulgated by the State, but in excess of $1,000
the Purchasing Agent shall obtain where possible, at least three prices
therefor in writing, and the award of the contract for the performance
of such work shall be made to the lowest responsible bidder.
(2)
Requisitions for supplies or equipment shall be originated by
the department head or agent; he/she shall certify to the needs and
shall also receive, inspect and approve the goods purchased.
(3)
Any Town department or officer for which the Purchasing Agent
shall be required to purchase supplies, materials, or equipment are
hereinafter referred to as "using agencies."
(4)
All using agencies shall file detailed estimates of their requirements
as to supplies, materials, and equipment in such manner, at such times,
and for such periods as the Purchasing Agent shall prescribe. This
shall in no way prevent any using agency from filing with the Purchasing
Agent at any time, requisitions for supplies, materials and equipment,
the need for which has not been for seen when the detailed estimates
were submitted.
(5)
In case of any emergency any using agency may purchase directly
any supplies, materials, or equipment, the procurement of which is
necessary for the continuance of the work of the using agencies concerned,
provided that oral approval is obtained from the Purchasing Agent,
the Town Engineer, the Chief of Police, the Fire Chief, Town Administrator
or Mayor. Requisitions covering such emergency purchases must be forwarded
within 24 hours to the Purchasing Agent for the issuance of any order
confirming delivery indicating thereon the nature of the emergency.
(6)
An emergency purchase within the meanings of this Code shall
mean the purchase of any items of a pressing need which may be required
for the continuance of the work of the using agencies concerned.
(7)
The Purchasing Agent shall not honor any requisition confirming
the delivery of supplies, materials, or equipment except as provided
in Subsection 5 above.
(8)
The Purchasing Agent shall obtain data from the various departments
of the Town government and elsewhere to develop the basis for rules,
regulations and forms to be approved and such rules, regulations and
forms when approved by the Mayor and Town Administrator, shall be
binding upon all departments and officers of the Town relating to
the preparation of estimates, or the requisitions of supplies, materials,
services, equipment and for all other items needed and concerning
all matters and policies pertaining to the purchase of goods, and
for the transaction of all business of every kind and character in
connection with the purchasing of items for the Town.
(9)
The Purchasing Agent shall not in any manner whatsoever be connected,
interested, or otherwise concerned, directly or indirectly with any
person or other vendor or agent or intermediary from or through whom
any purchase or contract for the purchase shall be made by the Purchasing
Agent.
(10)
The Purchasing Agent shall establish a filing system which shall
contain among other things, the following:
(11)
The Purchasing Agent is hereby empowered to use his or her office
as a clearing house for obsolete equipment, unused supplies and materials
and shall sell or exchange such goods. The authority of the Purchasing
Agent to resell or exchange any used articles must be in writing by
the department head, having custody of the articles to be exchanged
or sold. All sales of goods, supplies, materials or equipment of the
reasonable value of $100 or over shall be at public bidding after
advertisement of the time and place of sale and items to be sold.
(12)
The records of the Purchasing Agent shall be at all times open
to inspection.
[G.O. No. 1502; § IV; G.O. No. 1662, § 1]
(a)
The Assistant Town Administrator shall be appointed by the Town Administrator
with the concurrence of the Mayor and shall receive such compensation
as shall be provided for in the salary ordinance. In addition to administrative
assistance, research and special assignments at the direction of the
administrator, the Assistant Town Administrator shall perform the
following duties:
[G.O. No. 994, § 3; G.O. No. 1502, § V;
G.O. No. 1662, § 1]
(a)
The Chief Financial Officer shall be appointed by the Town Administrator
with the concurrence of the Mayor for a term of three years and shall
receive such compensation as shall be provided for in the salary ordinance.
In addition to duties specified by the Revised Statutes of New Jersey,
the Chief Financial Officer shall perform the following duties:
(1)
Upon the advice and approval of the finance chairman of the Town
Council, invest all monies of the Town not required for the current
operations or deposit same in interest bearing accounts.
(2)
Make disbursements of Town funds on warrants by an individual warrant
check for each bill, claim, wage and salary payment as approved by
the Town Administrator. Every warrant shall be made payable to the
care of the person entitled to receive same and shall specify the
purpose for which it is drawn and the account or appropriation for
which it is chargeable. Each warrant check shall bear the signature
of the Mayor, Town Clerk and Chief Financial Officer.
(3)
Keep a full and systematic account of all cash receipts and disbursements.
(4)
At least once a month, furnish the Mayor, finance committee chairman
and Town Administrator with a statement of all monies received and
expended by the Chief Financial Officer, subsequent to his last report.
(5)
Prepare for each regular meeting of the Town Council, a certified
list of all bills, claims and vouchers which have been approved for
payment by the Town Administrator on the Friday next preceding the
meeting and since the last preceding list was compiled. Such list
shall be prepared in sufficient copies for each member of the Town
Council, the Town Administrator and Town Clerk.
(6)
Maintain the Town's central accounting records and a uniform system
of accounts for all departments in the Town government to facilitate
the production of an annual audit.
(7)
Pre-audit all bills, claims, and demands against the Town including
payrolls, for which each department head shall be required to certify
that the materials, supplies or equipment have been received or the
services rendered.
(8)
Obtain at least once a month, reports of all receipts from each department
of the Town.
(9)
Maintain budget appropriation commitment system.
(10)
Determine that sufficient uncommitted balances are available
within each appropriation to provide funds for the payment of all
supplies and service requested.
(11)
Keep books and records of account to show the amount of each
appropriation, the amount paid therefrom, the amount committed against,
unpaid obligations and unencumbered balance thereof.
[G.O. No. 1740, § I]
(a)
There is hereby established the position of Payroll/Benefits Manager.
(b)
The Payroll/Benefits Manager shall be appointed by the Town Administrator
with the concurrence of the Mayor and shall receive such compensation
as shall be provided for in the salary ordinance. The duties of the
Payroll/Benefits Manager shall be defined as follows:
(1)
Coordinates activities of workers engaged in processing time
cards, compiling payroll statistics, maintaining payroll control records,
recording hours of work, and calculating payrolls.
(2)
Reviews personnel records.
(3)
Supervises the examination and analyses of all regular and supplemental
payrolls submitted by various departments for payments to ensure accuracy
of figures, correctness of entries, that deadlines are met, and for
compliance with established payroll procedures.
(4)
Directs compilation and preparation of other payroll data such
as pension, insurance, bond purchases.
(5)
Coordinates and processes applications or enrollments into pension
system, health benefits program, dental insurance and drug prescription
plan, and so forth.
(6)
Reviews and approves payroll deductions.
Records and processes all payments made to various health plans.
Analyzes payrolls for accuracy before extensions are made.
Checks and certifies payroll information for completeness and
accuracy.
(7)
Supervises the changes on individual pay resulting from overtime,
absence, leave of absence, union dues, tax changes, social security
and pension deductions, hospitalization and group life insurance deductions,
garnishees, and attachments to ensure proper notations.
(8)
Coordinates all payroll activities with other organization units
and with the payroll computer center of facility.
Prepares payroll input for data processing, verifies payroll
output and determines the cause of and remedies errors in coding or
inputting.
Maintains salary increment control and advises employees concerning
increments, longevity and level increases.
Maintains employee time sheets and payroll registers.
Maintains liaison and correspondence with various agencies.
Answers questions concerning employees and employee records.
Prepares correspondence and maintains records of a confidential
nature.
(9)
Interprets and explains rules, regulations, policies, and procedures
through correspondence, personal interviews, and telephone conversations.
(10)
Reviews, checks and certifies reports, applications, and other
documents for correctness.
(11)
Will be required to learn to utilize various types of electronic
and/or manual recording and computerized information systems used
by the agency, office, or related units, i.e., new payroll programs.
[G.O. No. 994, § 3; G.O. No. 1326, § 1;
G.O. No. 1662, § 1]
(a)
The Tax Collector shall be appointed by the Town Administrator with
the consent of the Mayor and Town Council for a term of four years
and shall receive such compensation as shall be provided for in the
salary ordinance. In addition to duties specified by the Revised Statutes
of New Jersey, the Tax Collector shall perform the following duties:
(1)
Make or cause to be made and certify searches for municipal tax liens
on real property in the Town and collect for the use of the Town,
the fee required pursuant to law for any such search.
(2)
Deposit daily to the credit of the Town, all monies received in one
or more depositories designated by the Town Council, maintain a full
and complete record of accounts of all sums collected and received
according to such procedures and such systems as may be prescribed
or approved by the auditor of the Town's accounts and make such periodic
reports on the accounting of the funds of the Town in the Tax Collector's
custody or control as the Town Administrator and the Town Council
may require.
(3)
If any check or draft received by the Tax Collector from any person
or organization for the payment of taxes is dishonored after deposit
for "insufficient funds" or for any other reason, the Tax Collector
shall not redeposit such check or draft but shall notify such person
or organization by letter of this dishonor, require a replacement
check, draft or cash and shall charge a fee of $10 in addition to
any interest due. The Tax Collector shall not accept replacement payment
until the fee of $10 is paid.
[G.O. No. 994, § 3; G.O. No. 1306, § 6;
G.O. No. 1662, § 1]
There shall be an Assessor of Taxes appointed by the Mayor and
Town Council to appraise and value property, assess the taxes, perform
such other duties as may be required by law of such officer and such
other duties as the Town Council may by ordinance prescribe.
[G.O. No. 994, § 3; G.O. No. 1380, § III;
G.O. No. 1662, § 1]
The administrative and finance offices of the Town shall be
open for the transaction of public business, daily, except Saturdays
and Sundays and legal holidays between the hours of 8:30 a.m. and
4:30 p.m. and 7:00 p.m. to 9:00 p.m. on the first Tuesday of each
month when a regular meeting of the Town Council is held.
The Town Administrator or department head may require any officer
or employees to be in attendance for work at any time whenever he
determines that an emergency or need requires.
