Town of Southampton, NY
Suffolk County
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Table of Contents
Table of Contents
[HISTORY: Adopted by the Town Board of the Town of Southampton 12-22-1992 by L.L. No. 53-1992; amended in its entirety 3-8-2011 by L.L. No. 7-2011. Subsequent amendments noted where applicable.]
As the Town of Southampton has grown and as the administrative demands on municipal governments in general continue to grow, the need has become apparent to have a permanent professional staff member to oversee and manage the accumulation and flow of information and to manage the administrative affairs of the Town. Since elected officials and, more specifically, supervisors and Town Board members have specific terms of office, this Department is critical to maintaining the continuity of local government. The Town Board recognizes that the establishment of internal control procedures and the continuing routine evaluation of its internal business affairs must be constantly maintained in order to operate the Town government at maximum efficiency. Inherent in that process is the need for proper checks and balances, referring to a system of quality control, ensuring compliance within prescribed limits and guidelines, and which will only add to the strengthening of internal controls. The Department of Business Management is, therefore, being maintained in response to the need for an organized, systematic approach for maintaining consistency between the various departments in the implementation of the policies of the Town Board, the minimization of unnecessary spending and the maximum realization of outside sources of revenue to offset the expenses authorized by the Town Board.
A Town Management Services Administrator shall be appointed by the Town Board to act as an administrative officer of the Town of Southampton and to perform the duties provided in § 27-4.
The Department of Business Management Town Management Services Administrator shall have such duties as the Town Board may from time to time prescribe, including, but not limited to, the following:
Provide diversified support services to all departments and divisions, enabling them to concentrate on their primary missions.
Develop, revise, audit and analyze the Town's policies, procedures, controls, and compliance under the supervision of the Town Board.
Coordinate with the Town Comptroller and Town departments in researching the use of grant-in-aid programs, and assist Town departments in their preparation, development, and presentation to grant-funding agencies.
Supervise the Town's Risk Management and Benefits Division:
Coordinate with the Town Attorney and Town Comptroller in the administration, and cost, of the Town's risk management.
Maintain and monitor statistical records of loss experience, numbers, and kinds of accidents, and provide regular reports as they relate to workers' compensation and liability claims received.
Formulate recommendations for the types and amounts of insurance for the Town.
Establish and supervise the operation of the Human Resource Division (Personnel):
Administer, authorize and maintain official records for all personnel transactions with the Suffolk County Department of Civil Service for all appointments, changes, and terminations authorized by the Town Board.
Supervise personnel matters, including assisting departments in recruiting and maintaining records of all personnel transactions.
Perform administrative, professional personnel, and labor relations work for the Town.
Mediate differences between department heads and employees or between employees.
Assist in the implementation and direct the testing of a variety of internal control functions:
The Town Management Services Administrator and a Management Analyst, Division of Internal Audit and Control, shall report to the Audit Committee and Town Board, and provide regular status reports to the Audit Committee, Town Board, and Town Comptroller.
Coordinate and assist the implementation of the recommendations of the independent auditors and Audit Committee, and assist the Comptroller in the implementation of the internal control recommendations of the independent auditors and Audit Committee.
Recommend and oversee implementation of new and/or updated auditing systems, policies, and procedures.
Assist the Comptroller, as requested, in coordinating and planning the external audit of the Town's fiscal records.
Work with the Education/Governmental Channel Division (SEA-TV) to provide administrative support, as well as serve on the Education/Governmental Channel Committee.
Confer with the Information Technology Department Head and the Town Board on major initiatives requiring interdepartmental coordination for system upgrades, results of research studies, and the planning of new projects.
Assist the Town Comptroller, Supervisor, and Town Council in the preparation of the annual operating and capital budgets:
Assist with developing and implementing policies and procedures for the efficient administration of the budget process and function.
Prepare various financial analyses and forecasts to aid in long-term planning and increasing the efficiency of Town operations, as requested.
Facilitate the improvement of overall employment conditions, training, and career opportunities of protected classes within the Town's work force:
Help prepare the Town's affirmative action plan, and the gathering of data about the existing work force.
Recommend revisions to policies, procedures, and guidelines to promote affirmative action recruitment.
Such other powers and duties as may be prescribed, modified, or revoked from time to time by the Town Board.