The Administrative Services Department is charged with providing financial management, budgeting, accounting, cash management, business license, revenue collection, payroll, purchasing, information technology, and general administrative support services for the City and Redevelopment Agency. Effective July 2006, the Administrative Services Department coordinates the City's Emergency Management Plan.
Services provided through the finance and accounting functions include the maintenance of reliable accounting records, payment of approved demands against the City treasury, financial statement reporting, preparation of the bi-annual budget with the City Manager, prudent fiscal planning, payroll processing and reporting, and debt administration. The Administrative Services Department also administers the City's Internal Service Funds, as well as Federal and State grants, Special Revenue Funds, which includes the monitoring of the financial position of these programs.
Internal controls are established and maintained to ensure that the assets of the City are protected from loss, theft or misuse and to ensure that adequate accounting data allows for the preparation of financial statements in conformity with generally accepted accounting principles. Internal controls are evaluated to determine that the cost does not exceed the benefits likely to be derived. Financial reports are used as a tool to measure the results of operations for a variety of purposes, both internal (periodic financial performance reports to the City Council, Redevelopment Agency, City Manager, and operating departments) and external (reports to other governmental agencies for informational and legal compliance purposes).
The cash management function is responsible for the prudent investment of surplus funds. The City's Investment Policy directs the investment of City and Redevelopment Agency monies with the following priorities established: preservation and safety of principal, liquidity necessary to meet daily cash flow requirements and maximized yield after the first two priorities are met. The Investment Policy is reviewed annually and is submitted to the City Council for approval. A centralized cashier safeguards and records all cash receipts and deposits received by the City. The Administrative Services Department administers the business license, transient occupancy tax and utility user's tax programs.
The financial statements of the City and the Redevelopment Agency are examined annually by an independent, certified public accounting firm, which renders an opinion that the financial statements fairly represent the financial position of the City and the results of its operations in all material respects. Operations of the City and Redevelopment Agency are also reviewed for compliance with various laws and regulations.
The Administrative Services Department manages the Information Technology needs of the City, including computer equipment and software, data storage and management, website, and the telephone system.
The City's centralized procurement is managed by the Department. The purpose of centralizing procurement is to ensure that the City is getting the best price for goods and services and all contracts are managed from a central location.
The City's Emergency Management Plan is developed, maintained and implemented by the Administrative Services Department. The Department works closely with outside agencies including the County of Orange, local school districts and the Red Cross to ensure that the City and its residents are prepared in the event of an emergency.
The administrative support function covers a wide range of activities that include receptionist, telephone switchboard services, office equipment, mail processing and office supplies procurement.
The Administrative Services Department staff consists of 5 full-time staff members who are customer-oriented and always pleased to answer any questions regarding the Department's services. Staff members may be reached at (714)-379-9222 ext. 230.