2011 Annual Report final - City of Pittsburgh

Administration BranchThe Administration Branch provides internal support to the Bureau of Police and manages theadministrative functions in support of our citizens. The Administrative Branch consists of the followingunits:Personnel & Finance: Personnel and Finance consists of eleven civilian personnel. This unit isorganized in two sections - ~ Payroll and Finance.PayrollThe mission of the payroll section is to issue all salary and wage payments in an accurate and timelymanner in accordance with the policies of the City of Pittsburgh, contracts between the City and theFraternal Order of Police & the AFSCME union and various grant agreements.In 2011, this unit made major progress by eliminating court cards by going to an automated system.When an officer goes to court, he/she uses his/her smartcard to check in and out at a kiosk located atcourt. The data is collected at the kiosk and a report is generated weekly for the payroll clerks. From thisreport they enter the court time. All court time is documented whether the hours in court are on theirregular tour of duty or on overtime.The payroll clerks are also responsible for updating employee roster cards, maintaining personnel files,and filling out insurance forms. They work closely with the City’s main payroll department. Allproblems in the payroll area are fielded through the Chief Clerk and if additional input is necessary, theManager of Personnel & Finance.In 2012, this unit will be working with City Information Systems to develop an automated payrollsystem to eliminate daily work sheets, roster cards and overtime cards.FinanceThe finance section is responsible for all of the purchasing for the Bureau of Police. It is staffed withtwo accountants and one account clerk. They act as liaisons with other City Departments, vendors andPolice Bureau personnel. Their mission is to ensure the Bureau is equipped with the supplies,equipment and services necessary to conduct operations.This section processes all requisitions and payments according to the policies set by the City ofPittsburgh’s Procurement Office and the Controller’s Office. They must do this by staying within thebudgetary guidelines established by the Mayor and City Council. This section also prepares legislationwhen necessary, gathers specifications and establishes contracts when needed. All requisitions andvouchers are processed through the city’s PeopleSoft system. Weekly expenditure reports are alsogenerated through the system.The financial employees gather information for the Manager to prepare annual operating and capitalbudgets, prepare financial reports for the Chief of Police and gather data for PittMaps.In 2010, the Bureau was awarded $1,914,316 from the Byrne Recovery Grant. We used these funds in2011 to purchase the following equipment:25