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3. A detailed description of the Public Works inlbrmalion management system is attached. This <br />is the draft copy and will be adjusted as required by the Public Works Superintendent and <br />Supervisor. As time goes on and the system is refined, there may be entire categories that are added <br />or eliminated, but the general structure of the system should remain intact. <br />The structure has been designed to take the internal, e.xtemal, and operational requirements <br />of the Public Works department into account. By structuring the filing system in this way, specific <br />records can created or maintained that better meet the information needs of the department. <br />4. WTiile conducting the inventor) of records, designing the filing system, and working with <br />the Public Works department. 1 discovered a need for administrative support within the department. <br />The primary focus of the Public Works Administrator and the Public Works Supervisor <br />should be on the operations of the department. The majority of general and proprietor)' fund <br />expenditures, e.xcluding the police department, are made through the Public Works department. As <br />a result, the extensive variety of duties performed by the Public Works department should be <br />supervised directly, without having the added concern of the department's records and other <br />administrative functions. <br />After discussions with the Public Works Superintendent, the Public Works Supervisor, and <br />the other members of the Finance Department, it became clear that the possibilit)' ot filling the need <br />for analysis of the administrative functions within Public Works could be done by my sharing <br />responsibilities across departments. <br />The major duties and responsibilities of the position are described in the attached job <br />description, but are summarized below: <br />a. Finance Department Responsibilities: <br />1. Utility Billing <br />2. Payroll/Personnel <br />3. Responsibilities outlined in the internal control policy <br />4. Special projects iuid other duties as requested and required. <br />b. Assigned Department Responsibilities: <br />1. Serve the assigned department's administration by assisting and reporting <br />to managers in matters of departmental administration. <br />1. Information Management <br />2. Liaison with the finance department (for budgeting, purchasing, project <br />accounting, etc.) <br />3. Establishment and maintenance of safety and training programs to comply <br />with regulations. <br />4. Potential programs enhancing the department's operations and scheduling. <br />5. Assessment of deptulmental needs and application of technology to <br />enhance departmental operations.