There is hereby established in the government of the City of
Hoboken a department that shall be known as the Department of Revenue
and Finance.
The purpose of the Department is to establish and implement
procedures to ensure that the finances of the City of Hoboken are
properly managed in accordance with all applicable laws, regulations
and ordinances. The Department shall have the primary responsibility
for the accounting management of the fiscal affairs of the City and
control of the receipt and disbursement of City funds, including administration
of the payroll and grants received by the City. The Department shall
also be responsible for administering municipally-owned properties
acquired through nonpayment of taxes or any other municipal charges.
The Department shall be granted all of the administrative functions,
powers and duties related to the foregoing purposes.
A.
There
is hereby assigned and transferred to said Department all of the officers
and employees previously assigned to the Division of Revenue and Finance
in the Department of Administration, including but not limited to,
the Chief Financial Officer, the Collector of Revenue and the Tax
Assessor.
B.
There
is hereby assigned and transferred to said Department all of the officers
and employees previously assigned to the Division of Payroll in the
Department of Administration.
C.
There
is hereby assigned and transferred to said Department all of the officers
and employees previously assigned to the Office of Grants Management
in the Department of Community Affairs.
D.
The
personnel staff of the Department of Revenue and Finance may include
clerical, operational, supervisory and managerial positions as deemed
necessary within the budgetary limits established by the City Council.
There is hereby transferred and assigned to said Department
all of the property, books, papers and records relating to any of
the offices and other governmental agencies hereinabove allocated
and assigned to said Department, except such books, papers and records
as are now required by law or ordinances of the City of Hoboken to
be kept in the office of some other officer or department of the City
government.
A.
There
is hereby created the office of Director of the Department of Revenue
and Finance. The Director shall be appointed by the Mayor with the
advice and consent of the Council and shall serve during the term
of the Mayor appointing him and until the appointment and qualification
of his/her successor and shall be subject to removal as provided by
law. Vacancies in the office of Director shall be filled in the same
manner as the original appointment but for the unexpired term only.
B.
The
Director shall be the City officer vested with the control function
of the management of the finances of the municipality, as required
by N.J.S.A. 40:69A-48. The control function shall include provision
for an encumbrance system of budget operation, for expenditures only
upon written requisition, for the pre-audit of all claims and demands
against the municipality prior to payment, and for the control of
all payments out of any public funds by individual warrant for each
payment to the official having custody thereof.
C.
The
Director shall have the authority to investigate the financial operations
of all departments within the City to the extent required to ensure
that he or she can properly exercise the control function to which
he or she has been assigned.
D.
The
compensation of the Director shall be established by the Council of
the City of Hoboken pursuant to N.J.S.A. 40:69A-43a and N.J.S.A. 40:69-180.
A.
The
Director shall be head of the Department and, in addition to the functions,
powers and duties that are hereby or may hereafter be conferred and
imposed upon him/her by law and the ordinances of the City, shall:
(1)
Exercise supervision and have general responsibility for all the
operations of said Department and of the personnel employed herein.
(2)
Supervise the organization of the Department and changes in the organization
thereof, and, to the extent to which the organization of his/her Department
is not prescribed by law, he/she may organize his/her Department into
such divisions and bureaus and make such assignment of powers and
duties among them and, from time to time, change such organization
or assignments as he/she may deem advisable, except that the boards,
offices and other governmental agencies and positions hereby allocated
and assigned to said Department shall be maintained.
(3)
Formulate and adopt rules and regulations for the efficient conduct
of the work and general administration of the Department and the officers
and employees thereof.
(4)
Make periodic reports with such recommendations as he/she deems appropriate
to the Mayor concerning the affairs of the Department under his/her
jurisdiction.
B.
In
addition and without limitation to the general duties set forth herein,
the Director of Revenue and Finance shall have the following responsibilities:
(1)
To organize, develop, direct and perform the work involved in the
management of the financial affairs of the City and control the receipt
and disbursement of moneys.
(2)
To supervise and perform professional functions involved in the analysis
and audits of the accounts, vouchers and other records and prepare
statements concerning the financial condition of the City.
(3)
To develop, coordinate and maintain a system of accounting and financial
reporting.
(4)
To direct and implement necessary computer systems and programs.
(5)
To train personnel in the operation and maintenance of automated
systems.
(6)
To act as a financial advisor to the Director of Administration in
the formation of the budget.
(7)
To report on and interpret financial data with the objective of promoting
economy and efficiency in the execution of programs.
(8)
To develop, coordinate and execute financial policies, procedures
and plans.
(9)
To develop, coordinate and maintain an integrated system of financial
staff services through synthesis of data and information flow to provide
the necessary financial control for the City.
(10)
To confer with and serve as a technical advisor to department directors
on financial problems and other related matters.
(11)
To supervise clerical and accounting staff and assign their duties
and responsibilities.
(12)
To prepare, audit and edit reports of costs and other financial summaries
and financial statements and have such financial summaries and financial
statements available for audit.
(13)
To review disbursements and controls to assure adherence to contractual
obligations.
(14)
To supervise and maintain essential accounting records and files,
including books of original entry and general ledger.
(15)
To provide technical and administrative guidance to staff.
(16)
To establish internal operating policies and procedures.
(17)
To plan projects or programs and recommend changes to existing operations.
(18)
To estimate budgetary needs of the City and allocate resources appropriately.
(19)
To forecast anticipated budgetary increases/reductions based upon
an analysis of the City's goals and needs.
(20)
To monitor expenditures against allocations to ensure that disbursements
do not exceed authorized funding levels and develop recommended cost
containment plans as are necessary to ensure proper fiscal administration.
(21)
To maximize revenues by ensuring proper state/federal reimbursements.
(22)
To develop and maintain a system of accounts consistent with the
policy, procedures and requirements of the City and applicable state/federal
statutes and rules.
(23)
To conduct periodic audits and inspections of varied financial transactions
and records.
(24)
To prepare required fiscal/statistical reports.
(25)
To analyze fiscal/statistical management reports.
(26)
To establish and supervise the maintenance of suitable budgetary
controls.
(27)
To supervise the operation of the Department's data processing
activities to ensure that input is accurate and that output is sufficient
to provide all needed financial and statistical information.
(28)
To supervise and review the accounting procedures used throughout
the City to ensure that the procedures are uniform and consistent.
(29)
To prepare or direct the preparation of reports required by third-party
reimbursement agencies.
(30)
To prepare or direct the preparation of reports to governmental agencies
required by law.
(31)
To see that municipal financial operations are in accord with all
legal requirements.
(32)
To monitor financial reports of all departments to see that they
are in conformity with required procedures and policies.
(33)
To perform or direct the performance of cost analyses of departments
and recommend changes based upon established norms.
(34)
To direct the enforcement of delinquent tax payments as prescribed
by law.
(35)
To cause the preparation of the annual financial statement as prescribed
by law.
(36)
To cause the preparation of the annual debt statement according to
law.
(37)
To cause the preparation of the supplement debt statements according
to the Local Bond Law and municipal bond ordinance.
(38)
To administer the municipal debt sale of bond application notes and
bonds as well as the preparation of the necessary financial and statistical
data and the bond sale prospect.