Department of Administration

Carol M. Mathis , Director of Administration

Mission

Provide efficient responsible management of funds, resources and personnel to ensure the prompt delivery of quality service.

Organizational Philosophy

As the Administrative Office of the City, we promote the team approach to proactive, long term problem solving. Our emphasis has been placed on the creation of a professional, result oriented, motivated workforce who are willing and able to provide a high degree of customer related service. Our focus has been placed on accountability in decision making at all levels of government. We have promoted fiscal responsibility through active, long-term money management, controlled spending and the development of alternative financial resources.

Function

• Execute the vision of the Mayor and City Council
• Direct the day to day operations of the City, serving fourteen thousand citizens
• Direct the prudent fiscal management of a ten million dollar budget
• Direct the personnel management of one hundred employees
• Develop strategic and capital improvement plans
• Develop and maintain the official City records

To support these activities, the Administrative Office has a budget of six hundred forty-five thousand dollars and consists of two divisions:

Administrative Services

• Public Information and Education
• Legislative Services
• Human Resources
• Management of public property and facilities

General Services

• Procurement
• Computer support and technology

In order to accomplish the wide variety of tasks and services of this office, the divisions of General and Administrative Services are responsible for the following functions:

Administrative Services

Public Information and Education

Public information and education is a vital component to promoting open and responsive City government. We have gone to great efforts to provide accurate, timely and comprehensive information on the many projects and issues we are facing. In order to provide citizen information and access to information we have:

• Developed and maintained an open and positive working relationship with varied news outlets
• Developed a Citywide newsletter: Citizen's Connection
• Provided 24 hour access to City government through the development of a comprehensive web site featuring City services, resource and tourism components
• Provided for the public viewing of City Council Meetings on the Harford Cable Network (HCN)

Legislative Services

Historically, legislative services are the oldest element of the City's administrative function. Over the years it has evolved from being the secretary of the Mayor and Council to being the custodian of all City records and legal aspects within the Administrative Office. This position is steeped in tradition and statutory authority. Some responsibilities are:

• Research and preparation of legislation
• Implementation of laws and policies
• Implementation of the City Charter
• Clerical and administrative support for the Mayor and members of the City Council
• Maintain council ordinances, resolutions and council minutes
• Liaison to the City attorney
• Managing Lease and License Agreements
• Managing City Contracts
• Maintain official City files
• Support for City Boards and Commissions

Human Resources

We have taken a centralized approach to professional human resource management. With over one hundred employees, it is important to maintain a stable, motivated employee base. This has been accomplished by:

• Developing a Citywide, managed approach to personnel
• Developing and maintaining competitive salaries by establishment of a living wage and a progressive pay & classification plan
• Developing and maintaining a competitive benefits package
• Developing positive employee relations
• Identifying and providing necessary training
• Ensuring compliance with Federal and State employment regulations
• Developing and implementing a drug and alcohol free workplace

Special Events

Special events are any situation or circumstance created by the activities of any person(s) / group(s) that would require City services such as parking control, traffic direction, road closure, special equipment or use of City property.

Special events application

Special events calendar

General Services

Procurement

In 1999 we established a City-Wide, centralized procurement function. The purpose is to create a one-stop shop for potential vendors with a stream lined bidding process. Centralization of this function has:

• Reduced Duplication of Effort
• Improved Buying Power: Economy of Scale
• Insured Compliance with an Improved Procurement Policy
• Included Efficient, Timely Management of Purchases
• Provided Timely Payment of City Obligations
• Monitored Expenditures to Maximize Fiscal Resources
• Planned Capital Expenditure

Our Finance Department deserves credit for the timely payment of bills as well as the purchasing system.

Computer Support, Communications and Technology

Provides City-wide, centralized, computer support, communications and technology services with an in-house resources manager. Some of the many ways that this is accomplished are as follows:

• Enhancement of computer hardware and software
• Multidisciplinary in-house technical support and help-desk services
• In-house production of customized database and software
• In-house computer repair
• In-house network services
• In-house phone services
• In-house GIS system support
• Connection to the outside world via the internet, including email and web services
• Technology point-of-contact for outside vendors
• New technology applications research