In order to establish a central program for the uniform processing and development of all fiscal and budgetary functions, there is established an administrative services department.
(Ord. 1505 § 1, 1997; Ord. 1908 § 2, 2010)
The administrative services department shall be vested and charged with the following duties and responsibilities:
A. 
Operate Accounting System. Maintain and operate the general accounting system of the City and of each of the respective departments, divisions and services thereof;
B. 
Accounting Procedures. Perform such accounting functions and duties in accordance with the latest and most modern accounting practices;
C. 
Maintain Inventory. Keep and maintain, or prescribe and require the keeping and maintaining of, inventory records of municipal properties necessary in accordance with modern municipal accounting practices;
D. 
Administration of Taxes. Assume, maintain and perform all functions and duties relating to the administration of property taxes, sales taxes, and license taxes levied by the City and of the collection thereof;
E. 
Cash Management.
1. 
Revenue. Assume, maintain, and perform all functions and duties relating to the collection, receipt, and deposit of money;
2. 
Disbursements. Assume and perform all municipal functions and duties relating to the preparation, auditing and disbursements of claims and demands against the City, including payrolls; and
3. 
Investments. Assume and perform all municipal functions relating to investment of surplus money not required for immediate expenses in accordance with state law and city investment policy;
F. 
Preparation of Budget. Assist in the preparation of the biennial city budget, and in the administration thereof;
G. 
Annual Audit. Provide for preparation of a comprehensive annual financial report utilizing independent auditors;
H. 
Purchasing.
1. 
Negotiate contracts for equipment, supplies (other than library books and periodicals) and general services, in accordance with the purchasing procedures prescribed in Chapter 2.68 LMC;
2. 
Act to procure for the City the needed quality in equipment, supplies, and general services at the least expense to the City;
3. 
Discourage uniform bidding, and endeavor to obtain as full and open competition as possible on all purchases;
4. 
Prepare and recommend to the City Manager and City Council rules governing the purchase of supplies, equipment and services for the City;
5. 
Keep informed of current developments in the field of purchasing prices, market conditions and new products;
6. 
Prescribe and maintain forms necessary to operation of Chapter 2.68 LMC and other rules and regulations; and
7. 
Maintain a bidders' list, vendors' catalog file, and records needed for the efficient operation of the purchasing system.
(Ord. 1505 § 1, 1997; Ord. 1556 § 1, 1999; Ord. 1895 § 4, 2010; Ord. 2065 § 1(A), 2018)
The administrative services department shall be supervised by a Director of Administrative Services, who shall be responsible to the City Manager. The appointment or removal of the Director of Administrative Services shall be made by the City Manager, subject to the approval of the City Council. The Director of Administrative Services shall:
A. 
Recommend the appointment of such subordinate employees as may be necessary in the conduct of this department;
B. 
Establish and maintain sufficient and satisfactory procedures and controls over municipal revenues and expenditures in all departments, divisions and services of the City, in accordance with modern municipal accounting practice;
C. 
Act as the purchasing agent for the City for the purchase of supplies, equipment and general services pursuant to Chapter 2.68 LMC. The Administrative Services Director may delegate routine administrative purchasing responsibilities under Chapter 2.68 LMC to another staff person, and may establish a centralized purchasing division.
(Ord. 1505 § 1, 1997; Ord. 1556 § 2, 1999; Ord. 1895 § 4, 2010; Ord. 1908 § 3, 2010; Ord. 2065 § 1(A), 2018)
Prior to entering upon the duties and pursuant to the requirements of the laws of the state (Government Code Sections 36518 and 37209), surety protection shall be provided for the Administrative Services Director in the amount of $25,000.
(Ord. 1505 § 1, 1997; Ord. 1895 § 4, 2010; Ord. 2065 § 1(A), 2018)
The administrative services department shall prepare and present to the City Council, in sufficient detail to show the financial condition:
A. 
A quarterly statement of all receipts, disbursements and balances of the City;
B. 
Such other financial reports as may be required.
(Ord. 1505 § 1, 1997; Ord. 1895 § 4, 2010; Ord. 2065 § 1(A), 2018)
The administrative services department shall perform such additional duties and functions as may be hereafter prescribed or required by the City Council or the City Manager.
(Ord. 1505 § 1, 1997; Ord. 1895 § 4, 2010; Ord. 2065 § 1(A), 2018)