Administrative Services Bureau PDF

1/2 ADMINISTRATIVE SERVICES BUREAU 1 1/2 ADMINISTRATIVE SERVICES BUREAU 1/2 ADMINISTRATIVE SERVICES BUREAU -01. ADMINISTRATIVE SERVICES BUREAU.01 OBJECTIVE AND ORGANIZATION The primary objective of thi...

1/2 ADMINISTRATIVE SERVICES BUREAU 1 1/2 ADMINISTRATIVE SERVICES BUREAU 1/2 ADMINISTRATIVE SERVICES BUREAU -01. ADMINISTRATIVE SERVICES BUREAU.01 OBJECTIVE AND ORGANIZATION The primary objective of this Bureau is the implementation of administrative staff functions in accordance with current policies and procedures as established by the Fire Chief. These administrative functions are accomplished through three Department subdivisions assigned to this Bureau. They are the Accounting Services Section; the Management Services Section; and the Personnel Services Section. -10. CHIEF MANAGEMENT ANALYST.01 GENERAL The Chief Management Analyst reports directly to the Fire Chief and maintains regular business hours..50 RESPONSIBILITY The primary responsibility of this position is to plan, organize, and direct, through subordinate supervisors, the activities of the Bureau and to: A. Conduct studies and prepare reports on a variety of administrative, fiscal, personnel, and organizational matters. B. Assist in the development of performance standards and reporting and control systems. C. Direct the analysis of expenditure of funds and make recommendations on requests for unusual expenditures and transfers of funds. D. Assist in the formulation of administrative policies and procedures. E. Participate in Department planning, legislative and Commission matters. F. Discuss and negotiate with City officials concerning Department policies and procedures. 1/2 ADMINISTRATIVE SERVICES BUREAU 2 G. Advise and consult with the Fire Chief and Bureau Commanders in the overall fiscal and personnel management of the Department. H. Represent the Department at meetings and conferences. -12. ACCOUNTING SERVICES SECTION.01 GENERAL This section is directed by a Principal Accountant who is also the Department's Chief Accounting Employee. The Accounting Services Section is responsible for administering the financial affairs of the Department in accordance with the City Charter. This Section provides liaison with the Controller, Purchasing Agent, Treasurer, Personnel Department/Workers' Compensation, Pension Department, City Employees Retirement System and the Information Technology Agency. The Accounting Services Section is organized into four main units. A. The Accounts Payable Unit maintains a complete record of the budgetary accounts and processes all documents for payments to vendors. B. The Payroll Unit processes all documents that relate to the pay of Uniform members and Civilian employees. C. The Emergency Medical Services Billing Unit prepares all the bills from the Emergency Medical Services Reports and maintains a record of all collections for the service. The unit prepares bills for Medicare, Medi-Cal, Private Insurance Carriers and individuals. D. The Accounts Receivable Unit summarizes and deposits all receipts collected by the Department. -13. MANAGEMENT SERVICES SECTION.01 GENERAL This section is directed by a Senior Management Analyst II. The Management Services Section is responsible for coordinating the development of and preparing annually the Department's Operating, Capital Improvement and Alterations and Improvement Budgets including all narrative and supporting documentation prescribed by the Mayor and City Administrative Officer. The Management Services Section is organized into three Units. A. The Budget Preparation and Control Unit is directed by a Senior Management Analyst I. The primary duties of the Unit are: 1. Prepare Communications and Data Processing Budget Requests. 2. Prepare the annual report for the Cost of Special Services recommending the fees to be charged for providing these services in accordance with procedures established by the City Administrative Officer. 3. Prepare necessary reports for equipment list deviations, appropriations, and transfers of funds in excess of $5,000. 4. Maintain the Official Department Organization Charts. 5. Prepare necessary periodic reports in connection with the Operating Budget in accordance with CAO instructions and rules. 6. Prepare requests for reimbursement as required for State-mandated programs and disasters. Maintain documentation for reimbursement requests until completion of all required State and/or Federal audits. 7. Prepare the annual request for the exemption of displaying the City Seal on certain Department vehicles. 8. Make studies and prepare reports as directed by the Chief Management Analyst. B. The Maps and Drafting Unit is directed by a Graphics Supervisor. The primary duties of the Unit are: 1. Prepare, maintain and distribute field and office maps used by the Department. 1/2 ADMINISTRATIVE SERVICES BUREAU 3 2. Prepare occupancy load signs for the Fire Prevention Bureau. 3. Maintain and update fire hydrant locations and tract information on Department map masters. 4. Perform various drafting services as required. 5. Provide graphic services pertaining to studies and reports for the Department Administration. C. The Manuals and Orders Unit is directed by a Management Analyst II. The primary duties of the Unit are: 1. Aid in development of content and format of various Department manuals, written orders, correspondence, etc., and/or Department subdivisions. 2. Serve as Forms Control Officer for the Department. Assist in the development and update of forms, maintain records of all forms in use and act as liaison with the City Administrative Officer for all printed forms. 3. Direct the records retention program as required by the City Clerk and L.A.A.C. Section 12.4-12.6 to ensure storage or destruction of obsolete records. 4. Provide administrative and clerical assistance for the Department's Suggestion Committee. 5. Provide word processing and maintain the Remote Dictation System. 6. Maintain access for the Department Journals that are forwarded for storage in the City Records Retention Center. 7. Provide duplicating services for all Department offices and subdivisions. 8. Distribute all Department communications, directives and library materials to work locations as appropriate and maintain list for mailing Weekly Bulletins to retired members. 9. Coordinate contracts for Administrative Services. Act as a contract resource for other Bureaus. Liaison with other Departments regarding contract compliance. -14. PERSONNEL SERVICES SECTION.01 GENERAL This section is directed by a Senior Personnel Analyst II. Primary section duties are to: A. Process certifications of candidates to fill all Department vacancies, schedule all Department uniform three whole score interviews, process promotional appointments, and participate in employee orientations. B. Prepare documents to the City Controller's Office affecting the payroll status of uniform, and civilian employees, including appointments, advanced starting pay, transfers, promotions, leaves of absence, reassignments, discharges, salary step advancement, longevity pay, salary premiums, retirement, etc. C. Prepare reports on Department employment level, work force ethnic balance, and status of in lieu and substitute position authorities. D. Maintain liaison with the Personnel Department, Controller, and the City Administrative Officer on matters involving position authorities, classification and examination processing, firefighter recruit hiring, and advanced starting salary. E. Distribute information of interest to members on examinations in progress, and Department personnel practices. F. Administer Department pay grade advancement and Special/Hazard Pay Procedures. G. Administer Department selection process. Assist interviewers in the preparation of selection criteria, interview questions, and recommendations for appointment. H. Take service pension applications by uniformed members and process requests for reactivation to duty from service pension. 1/2 ADMINISTRATIVE SERVICES BUREAU 4 I. Maintain records of authorized bilingual premium positions and process requests for bilingual testing. J. Prepare position descriptions for existing and proposed positions. K. Issue, inventory, and order badges, belt buckles, tie bars and other insignia. L. Maintain records concerning the Executive Performance Appraisal plan. M. Issue members identification cards at time of appointment, promotion and retirement. N. Prepare replies to inquiries by other agencies on Department salaries and position classifications, personnel practices and other matters. O. Control access to and maintain personal history and employment folders. Respond to inquiries for information concerning employment dates, salary and other specific details required for various financial transactions, all beyond normal employment verification. P. Coordinate Department participation in federally financed full-time and summer youth programs. Article Sources and Contributors 5 Article Sources and Contributors 1/2 ADMINISTRATIVE SERVICES BUREAU Source: http://lafd.info/index.php?oldid=12294 Contributors: Rshortle3323 Image Sources, Licenses and Contributors Image:asb3.png Source: http://lafd.info/index.php?title=File:Asb3.png License: unknown Contributors: RBARNA