[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, § 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:
a. 
A list of all orders issued by the Purchasing Agent to merchants, firms or corporations from whom materials, supplies or equipment have been ordered.
b. 
A copy of all specifications of materials, services, supplies or equipment ordered.
(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:
(1) 
Administer salary and wage compensation programs;
(2) 
Administer the program of employees' fringe benefits;
(3) 
Maintain liaison with State Division of Pensions;
(4) 
Administer Town safety program;
(5) 
Reserved;
(6) 
Participate in labor negotiations.
[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.