TR-2015-4 AUDITOR JOB DESCRIP (APPROVAL OF) r b7R�- . '
TR-2015-1 ,� �
A RESOLUTION APPROVING THE REVISED
JOB DESCRIPTION FOR THE COUNCIL APPOINTED AUDITOR POSITION
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WHEREAS, the Agawam City Council recently reviewed and updated the job description
for the Council appointed position of Auditor;
WHEREAS, the Agawam City Council added a new section to the Auditor job description
entitled Communication Protocol with City Council to enhance and improve communication
between the Auditor and the City Council regarding the finances of the town;
WHEREAS, the Agawam City Council also updated the Primary Responsibilities and
Essential functions portion of the job description for the Council appointed position of Auditor;
WHEREAS, it is in the best interest of the Town of Agawam to approve the updated job
description for the Council appointed position of Auditor; and
NOW THEREFORE, BE IT RESOLVED that the Agawam City Council hereby approves the
attached job description for the Council appointed position of Auditor.
Dated this aviddayof 2015,
PER ORDER OF THE AGAWAM CITY COUNCIL
_ �n
-J
Christopher C. Join n, President,Agawam City Council
APPROVED AS TO FORM AND LEGALITY O
3-
Vincent Gloscia, City Solicitor
i 1
AUDITOR
PRIMARY RESPONSIBILITIES
Appointed by the City Council and responsible for formulating policies, plans and procedures
for municipal audit and accounting procedures; ensuring accuracy and efficiency of municipal
and departmental accounting systems; assisting in the preparation of annual budgets; assisting
the City Council on municipal financial affairs; and creating short and long term goals and
objectives. Works under the policy direction of the City Council and in accordance with
administrative policies of the Mayor, and in accordance with the town charter, ordinances and
other statutory requirements.
ESSENTIAL FUNCTIONS
(The essential functions or duties listed below are intended only as illustrations of the various
types of work that may be performed. The omission of specific statements of duties does not
exclude them from the position if the work is similar, related or a logical assignment to the .
position)
• Responsible for municipal accounting functions of the Town, including the maintenance
of all financial records to ensure compliance with federal, state and local laws and
regulations.
• Ensure the integrity of the financial data by instituting proper internal controls, ensure
that no claim or request for payment against the city is fraudulent, unlawful or excessive
in accordance with Massachusetts General Laws.
• Responsible for the accuracy of all financial records from the General Ledger and
subsidiary ledgers and monthly reports. Prepare or review more complex accounting
regulations and entries such as tax recap sheet, certification of Free Cash, etc.
• Responsible for controlling the expenditures of Town subsidiary and control accounts,
school grants and revolving accounts, ensuring compliance with the authority to spend.
Responsible for accounts payable and payroll warrants, including the review and
approval of all payments made by the town.
• Review all departmental expenditures and unexpended balances, and such other
internal statistical and financial reports as required.
• Compile and submit accounting reports required by state, federal and municipal
ordinances. Prepare annual financial statements for the outside auditors. Prepare
annual report indicating annual financial transactions and financial position of the town
at the close of each fiscal year.
• Manage the office of the Auditor, supervise and train auditor department staff
responsible for accounting and bookkeeping. Assist in the selection, evaluation and
discipline of staff in accordance with town and department policies and procedures.
• Prepare and monitor Auditor Department's budget.
• Provide accounting information and assistance to the general public and to employees.
• Monitor the expenditure of all town funds by overseeing the examination of all
departmental accounts payable and payroll vouchers for accuracy and availability of
funds before approving payment by the Town Treasurer; supervise the preparation of
warrants for payroll and accounts payable for signature by the Mayor; oversee payment
of employee basic life insurance and the maintenance of associated records.
• Prepare monthly reports of appropriation and expenditure balances and other financial
analyses for the City Council and other town departments, boards and committees;
advise officials as to legality and propriety of expenditures; maintain copies of all
municipal contracts entered into by the town.
• Assist the City Council in the review of the Mayor's proposed fiscal year operating and
capital improvement budgets, prepare and present to the City Council a complete
financial analysis of the revenue and expenditure outlook for the fiscal year budget
under review.
• Supervise preparation of payroll warrants to assure timely distribution of paychecks and
financial reports.
• Maintain a complete set of financial records for all town accounts, appropriations, debts
and contracts.
• Maintains the general ledger and subsidiary ledgers in accordance with the MUNIS
accounting system, reconcile general ledger cash balances monthly with Treasurer,
conduct an annual audit of the Treasurer's cash, including all trustee accounts; assist in
state and outside audits as required.
• Compile and submit required state and federal year-end comprehensive financial
statements including Schedule A for the MA Department of Revenue.
• Conduct periodic internal operational and financial audits to assure compliance with
state statutes and sound financial management practices. Work with outside auditors
during the annual audit of town funds and expenditures.
• Attend evening meetings as requested by the City Council and perform other related
tasks as required.
REQUIRED KNOWLEDGE, ABILITIES AND SKILLS
Thorough knowledge of the principles and practices of Municipal Accounting and of the
applicable provisions of state and federal laws. Ability to analyze and interpret financial data
and to present findings clearly and concisely in writing and in oral presentations. Ability to
supervise subordinates in an efficient manner and to establish and maintain harmonious
relationships with town officials and state agencies. Thorough knowledge of PC-based
computer software including databases, spreadsheets and financial packages; MUNIS
experience preferred. Experience with computer networks also preferred.
REQUIRED EDUCATION AND EXPERIENCE
Bachelor's Degree in Accounting, Finance, Public Administration or Business Administration and
3-5 years of experience in Accounting or Financial Management; experience in Municipal
Accounting in Massachusetts preferred with Town Accountant/Auditor Certification or any
equivalent combination of education and experience. Licensure as a CPA would be a plus.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. While performing the
duties of this job, the employee is frequently required to sit, talk or hear. The employee is
occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and
arms and stoop, kneel or crouch. The employee must occasionally lift and/or move up to 25
pounds. Specific vision abilities required by this job include close vision, distance vision and
depth perception.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Normal office working
conditions. The noise level in the work environment is quiet to moderate.
COMMUNICATION PROTOCOL WITH CITY COUNCIL
1. Prepare monthly reports of appropriation and expenditure balances and other financial
analyses, as requested, for the City Council.
2. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes an expenditure which is out of the
ordinary the Auditor shall forthwith communicate that expenditure to the full Council and the
Council Administrative Assistant. An expenditure which is out of the ordinary is an expenditure
which is not generally made in the normal course of the operation of the town.
3. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes a requested expenditure which raises
reasonable questions regarding the appropriateness of funding said requested expenditure
from the approved appropriation, the Auditor shall forthwith communicate that requested
expenditure to the full Council and the Council Administrative Assistant. The Auditor shall
refuse to process said expenditure until after consultation with the Council President (or the
Council Vice President in the absence of the Council President). As a result of said consultation,
the Council President (or the Council Vice President in the absence of the Council President)
may (i) recommend approval of the requested expenditure; (ii) recommend obtaining a legal
opinion from the City Solicitor prior to approving the requested expenditure; (iii) recommend
consultation with the appropriate staff at the Commonwealth of Massachusetts prior to
approving the requested expenditure; or (iv) recommend rejection of the requested
expenditure. The Council President (or the Council Vice President in the absence of the Council
President) shall endeavor to act quickly so as to not slow the orderly operation of town
business and shall communicate their decision to the Auditor with copy to the full Council. The
Council President or the Council Vice President shall notify the full Council of any action taken
under this section within two (2) business days.
4. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes a requested expenditure which is
fraudulent, unlawful or excessive in accordance with Massachusetts General Laws the Auditor
shall forthwith communicate that expenditure to the full Council and the Council Administrative
Assistant.
(This job description does not constitute an employment agreement between the employer
and the employee and is subject to change by the City Council as the needs of the Council and
requirements of the position change).
MAYORAL ACTION
Received this 3rd day of March , 2015 from Council Clerk.
Signed by Council President this 2nd day of March , 2015,
APPROVAL OF LEGISLATION
By the powers vested in me pursuant to Article 3, Section 3-6 of the Agawam Charter, as
amended, I hereby approve the passage of the above legislation on this 3rd day of
March , 2015.
Richard A. Cohen, Mayor
DISAPPROVAL OF LEGISLATION
By the powers vested in me pursuant to Article 3, Section 3-6 of the Agawam Charter, as
amended, I hereby veto the passage of the above legislation on this day of
,2015 for the following reason(s):
Richard A. Cohen, Mayor T
RETURN OF LEGISLATION TO COUNCIL CLERK
Returned to Council Clerk this 3rd day of March , 2015.
r
TR 2015.4
A RESOLUTION APPROVING THE REVISED
JOB DESCRIPTION FOR THE COUNCIL APPOINTED AUDITOR POSITION
WHEREAS, the Agawam City Council recently reviewed and updated the job
description for the Council appointed position of Auditor;
WHEREAS,the Agawam City Council added a new section to the Auditor job description
entitled Communication Protocol with City Council to enhance and improve communication
between the Auditor and the City Council regarding the finances of the town;
WHEREAS,the Agawam City Council also updated the Primary Responsibilities and
Essential Functions portion of the job description for the Council appointed position of Auditor;
WHEREAS,it is in the best interest of the Town of Agawam to approve the updated job
description for the Council appointed position of Auditor; and
NOW THEREFORE, BE IT RESOLVED that the Agawam City Council hereby
approves the attached job description for the Council appointed position of Auditor.
Dated this day of ,2015.
PER ORDER OF THE AGAWAM CITY COUNCIL
Christopher C. Johnson, President, Agawam City Council
APPROVED AS TO FORM AND LEGALITY
Vincent Gioscia, City Solicitor
AUDITOR
PRIMARY RESPONSIBILITIES
Appointed by the City Council and responsible for formulating policies, plans and procedures
for municipal audit and accounting procedures; ensuring accuracy and efficiency of municipal
and departmental accounting systems; assisting In the preparation of annual budgets;
assisting the City Council on municipal financial affairs; and creating short and-long term goals
and objectives. Works under the policy direction of the City Council and in accordance with
administrative policies of the Mayor, and in accordance with the town charter, ordinances and
other statutory requirements.
ESSENTIAL FUNCTIONS
(The essential functions or duties listed below are intended only as illustrations of
the various types of work that may be performed. The omission of specific
statements of duties does not exclude them from the position if the work is
similar, related or a logical assignment to the position)
• Responsible for municipal accounting functions of the Town, including the
maintenance of all financial records to ensure compliance with federal, state and
local laws and regulations.
• Ensure the integrity of the financial data by instituting proper internal controls, ensure
that no claim or request for payment against the city is fraudulent, unlawful or excessive
in accordance with Massachusetts General Laws.
• Responsible for the accuracy of all financial records from the General Ledger and
subsidiary ledgers and monthly reports. Prepare or review more complex accounting
regulations and entries such as tax recap sheet, certification of Free Cash, etc.
• Responsible for controlling the expenditures of Town subsidiary and control accounts,
school grants and revolving accounts, ensuring compliance with the authority to spend.
Responsible for accounts payable and payroll warrants, including the review and
approval of all payments made by the town.
• Review all departmental expenditures and unexpended balances, and such other
internal statistical and financial reports as required.
• Compile and submit accounting reports required by state, federal and municipal
ordinances. Prepare annual financial statements for the outside auditors. Prepare
annual report indicating annual financial transactions and financial position of the town
at the close of each fiscal year.
• Manage the office of the Auditor, supervise and train auditor department staff
responsible for accounting and bookkeeping. Assist in the selection, evaluation and
discipline of staff in accordance with town and department policies and procedures.
• Prepare and monitor Auditor Department's budget.
II Provide accounting information and assistance to the general public and to employees.
• Monitor the expenditure of all town funds by overseeing the examination of all
departmental accounts payable and payroll vouchers for accuracy and availability of
funds before approving payment by the Town Treasurer; supervise the preparation of
warrants for payroll and accounts payable for signature by the Mayor; oversee payment
of employee basic life insurance and the maintenance of associated records.
• Prepare monthly reports of appropriation and expenditure balances and other financial
analyses for the City Council and other town departments, boards and committees;
advise officials as to legality and propriety of expenditures; maintain copies of all
municipal contracts entered into by the town.
• Assist the City Council in the review of the Mayor's proposed fiscal year operating and
capital improvement budgets, prepare and present to the City Council a complete
financial analysis of the revenue and expenditure outlook for the fiscal year budget
under review.
• Supervise preparation of payroll warrants to assure timely distribution of paychecks and
financial reports,
• Maintain a complete set of financial records for all town accounts, appropriations, debts
fl and contracts.
• Maintains the general ledger and subsidiary ledgers in accordance with the MUNIS
accounting system, reconcile general ledger cash balances monthly with Treasurer,
conduct an annual audit of the Treasurer's cash, including all trustee accounts; assist in
state and outside audits as required.
Compile and submit required state and federal year-end comprehensive financial
statements including Schedule A for the MA Department of Revenue.
Conduct periodic internal operational and financial audits to assure compliance with state
it statutes and sound financial management practices. Work with outside auditors during
the annual audit of town funds and expenditures.
Attend evening meetings as requested by the City Council and perform other related
tasks as required. If the Auditor is required to work outside of and in excess of the
position's regular work week (35 hours) or work day (7 hours), the Auditor may receive a
schedule adjustment (either in the form of an adjustment of hours or days of work) on an
equal time basis to offset work performed outside of and in excess of the position's
regular work week or work day. Any schedule adjustment must be made within the fiscal
I year during which the work outside of and in excess of the employee's regular work week
or work day was performed.
RE6UIRED KNOWLEDGE,ABiUT1ES AND SKILLS
Thorough knowledge of the principles and practices of Municipal Accounting and of the applicable
I provisions of state and federal laws. Ability to analyze and interpret financial data and to present
findings clearly and concisely in writing and in oral presentations. Ability to supervise subordinates in
an efficient manner and to establish and maintain harmonious relationships with town officials and
state agencies. Thorough knowledge of PC-based computer software including databases,
spreadsheets and financial packages; MUNIS experience preferred. Experience with computer
networks also preferred.
I 1
REQUIRED EDUCATION AND EXPERIENCE
Bachelors Degree in Accounting, Finance, Public Administration or Business Administration and 3-5 years
of experience in Accounting or Financial Management; experience in Municipal Accounting In
Massachusetts preferred with Town Accountant/Auditor Certification or any equivalent combination of
education and experience. Licensure as a CPA would be a plus.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. While performing the duties of this job, the
employee is frequently required to sit, talk, or hear, The employee is occasionally required to stand, walk,
use hands to finger, handle or feel, reach with hands and arms and stoop, kneel or crouch. The employee
must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include
dose vision, distance vision and depth perception.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Normal office working conditions. The noise level in
the work environment is quiet to moderate.
COMMUNICATION PROTOCOL WITH CITY COUNCIL
1. Prepare monthly reports of appropriation and expenditure balances and other financial
analyses, as requested, for the City Council.
2. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes an expenditure which is out of the
ordinary the Auditor shall forthwith communicate that expenditure to the Full Council. An
expenditure which is out of the ordinary is an expenditure which is not generally made in the
normal course of the operation of the town.
3. If during the process of monitoring the expenditure of all town/school funds by overseeing the
examination of all departmental accounts payable and payroll vouchers for accuracy and availability of
funds, the Auditor observes a requested expenditure which raises reasonable questions regarding the
appropriateness of funding said requested expenditure from the approved appropriation, the Auditor
shall forthwith communicate that requested expenditure to the Full Council. The Auditor shall refuse to
process said expenditure until after consultation with the Council President (or the Council Vice
President in the absence of the Council President). As a result of said consultation, the Council President
(or the Council Vice President in the absence of the Council President) may (i) recommend approval of
the requested expenditure; (ii) recommend obtaining a legal opinion from the City Solicitor prior to
approving the requested expenditure; (iii) recommend consultation with the appropriate staff at the
Commonwealth of Massachusetts prior to approving the requested expenditure; or (iv) recommend
rejection of the requested expenditure. The Council President (or the Council Vice President in the
absence of the Council President) shall endeavor to act quickly so as to not slow the orderly operation of
town business and shall communicate their decision to the Auditor with copy to the Full Council. The
r
Council President or Vice President shall notify the Full Council of any action taken under this section
within forty eight hours.
4. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for accuracy and
availability of funds, the Auditor observes a requested expenditure which is fraudulent, unlawful or
excessive in accordance with Massachusetts General Laws the Auditor shall forthwith communicate that
expenditure to the Full Council.
(This job description does not constitute an employment agreement between the employer
and the employee and is subject to change by the City Council as the needs of the Council
and requirements of the position change).
TOWN OF AGAWAM
AUDITING DEPARTMENT,TOWN HALL,36 MAIN STREET,AGAWAM,MA 01001 (413)726-9707
INTEROFFICE MEMORANDUM
TO: Agawam Town Council
FROM: Cheryl St. John, Town Auditor
RE: TR-2015-4
DATE: February 18, 2015
In review of the administrative contract, I now realize that the information regarding
schedule adjustments pertains to non-department heads. In my attempt to address
this issue and bring as much transparency to the position as possible, I thought I
would use the verbiage found in the administrative contract pertaining to this issue.
When I accepted my position as Auditor and began working for the town ten years ago
• I addressed the issue of flex/comp time with Councilor Robert Young who contacted
me on behalf of the council hiring committee. I inquired about meetings outside work
hours and the like, Councilor Young said my schedule could be flexible and I could
adjust my schedule if I had to attend meetings or work late.
As Council President Chris Johnson mentioned in last evenings council meeting the
Auditor position only follows certain aspects of the Administrative Union. According to
the Agawam Town Code Chapter 49 Section 7 (2) "Full-time administrative positions
shall have the same hours of work...that are specified in the current collective
bargaining agreement by and between the Town of Agawam and the Agawam
Administrative Union." In Article 16 of the Agawam Administrative Union contract it
states "Normal work days and work hours shall coincide with the business days and
hours of the town and/or applicable town department." Town hall and Auditing
Department hours are 8:30 to 4:30 with an hour lunch. The auditor position is paid a
seven hour day (35 hour week) based on this.
One of the changes in my job description is a change of working conditions requiring
me to work outside the town hall hours. "Attend evening meetings as requested by
the City Council' has been added to my job description. At times there are numerous
meetings I am requested to attend such as finance, budget subcommittee, council in
addition to times when I have to work after hours to close the books or run programs
that require no employees on the system. Working normal work day and at night
makes for a long exhausting day. During the past ten years I have adjusted my
schedule based on the original discussion with Councilor Young when I was hired.
With this new requirement added to my job description to attend evening meetings I
would request of the council to either consider adopting the schedule adjustment as
written in the legislative revision to the Auditor job description or crafting one that
reconciles the job description change.
I completely understand and agree with the council's position in adding the meeting
requirement to the job description. My request simply addresses the resulting impact
of the added job description function and the remedy for it.
I appreciate the councils' consideration in this matter. If you have any questions
please do not hesitate to email or call me at (413) 726-9707.
TOWN OF AGAWAM
AUDITING DEPARTMENT,TOWN HALL,36 MAIN STREET,AGAWAM,MA 01001 (413)72"707
INTEROFFICE MEMORANDUM
TO: Agawam Town Council
FROM: Cheryl St. John, Town Auditor
RE: TR-2015-4
DATE: January 28, 2015
In review of Resolution TR-2015-4 I have a few items I would like to call your attention
to:
During the December 15t session, discussion was had regarding "communication
protocol". That discussion culminated with the full council acknowledging and
agreeing that the auditor position is supervised and overseen by the Council and as
such must report, and communicate, directly to the council as a whole and individually
as directed. The resolution states in sections two, three and four of Communication
Protocol with City Council "the Auditor shall forthwith communicate ... to the Council
Administrative Assistant for communication to the full council." I request the current
resolution language be amended to reflect that the Auditor communicate to the full
council directly. Please remove "Council Administrative Assistant for communication
to the"from sections two three and four.
In addition, I call your attention to the tenth (10), eleventh (11) and twelfth (12) bullet
points under essential functions. Paragraphs were added that I ask you to review
given the following:
➢ Tenth bullet states 1 oversee payment of employee benefits including health
and life insurance and the maintenance of associated records.
o This function is not currently performed by the auditor's department.
Except for basic life insurance, health and supplemental life insurance
are handled by the personnel department. I request the current
resolution language be amended to reflect that. Please remove
"employee benefits including health and" and replace with "basic"
➢ Eleventh bullet states 1 should maintain copies of all municipal contracts
entered into by the town and review compliance with applicable procurement
and bidding requirements.
o Current internal town protocol it is the responsibility of the town clerk to
keep copies of town records. While our office does keep a folder for
contracts I am not provided a copy of every contract. The flow of these
documents from other municipal departments to this office has not been
fluid or consistent.
o The town has no formal procurement officer, though the council has
maintained this is the responsibility of the Mayor. Over the last ten years
the procurement regulations and requirements has increased
dramatically, to a point where most municipalities fund a separate full
time Procurement Officer/Department. The State also recommends and
encourages this.
a Compliance review of procurement and bidding requirements is a
responsibility in itself. For this function to be performed in the manner
required, training and education would be required, I am willing to
explore this item, with the council, to determine the best option for the
town. I request the current resolution language be amended to reflect
this. Please remove "and review compliance with applicable
procurement and bidding requirements"
➢ Twelfth bullet states ...prepare and present to the City Council a complete
financial analysis of the revenue and expenditure outlook for the fiscal year
budget under review."
o As discussed in the December 151 session I am fully and willingly
prepared to perform this function. There are many approaches and
variations as to how this may be performed and will need clear
directives, from the council as to exactly what you would like the final
report to contain and how it is to be formatted.
o As discussed at the December 1st session the additional responsibility
under Communication Protocol Section one to "Prepare ... other
financial analysis". I will need to know exactly what you are looking for
so I can provide information.
I appreciate the councils' cooperation and patience with these items and look forward
to working closely with each councilor going forward. I am committed to working
cooperatively and openly with the council, as a whole, and each individually. I am
wholly committed and focused on proactively working on open and frequent
communication throughout the year. If you have any questions please do not hesitate
to email or call me at (413) 726-9707.
AUDITOR
PRIMARY RESPONSIBIUTIES
Appointed by the City Council and responsible for formulating policies, plans and procedures
for municipal audit and accounting procedures; ensuring accuracy and efficiency of municipal
and departmental accounting systems; assisting In the preparation of annual budgets;
assisting the City Council on municipal financial affairs; and creating short and long term goals
and objectives. Works under the policy direction of the City Council and in accordance with
administrative policies of the Mayor, and in accordance with the town charter, ordinances and
other statutory requirements.
ESSENTIAL FUNCTIONS
(The essential functions or duties listed below are intended only as Illustrations of the various
types of worts that may be performed. The omission of specific statements of duties does not
exclude them from the position if the worts is similar, related or a logical assignment to the
position)
• Responsible for municipal accounting functions of the Town, including the
maintenance of all financial records to ensure compliance with federal, state and
local laws and regulations.
• Ensure the integrity of the financial data by Instituting proper internal controls, ensure
that no claim or request for payment against the city Is fraudulent, unlawful or excessive
In accordance with Massachusetts General Laws,
• Responsible for the accuracy of all financial records from the General Ledger and
subsidiary ledgers and monthly reports. Prepare or review more complex accounting
regulations and entries such as tax recap sheet, certification of Free Cash,etc.
• Responsible for controlling the expenditures of Town subsidiary and control accounts,
school grants and revolving accounts, ensuring compliance with the authority to spend.
Responsible for accounts payable and payroll warrants, including the review and
approval of all payments made by the town.
• Review all departmental expenditures and unexpended balances, and such other
Internal statlsticai and financial reports as required.
• Compile and submit accounting reports required by state, federal and municipal
ordinances. Prepare annual financial statements for the outside auditors. Prepare
annual report indicating annual financial transactions and financial position of the town
at the dose of each fiscal year.
• Manage the office of the Auditor, supervise and train auditor department staff
responsible for accounting and bookkeeping. Assist in the selection, evaluation and
discipline of staff in accordance with town and department policies and procedures.
Prepare and monitor Auditor Department's budget.
• Provide accounting information and assistance to the general public and to employees.
• Monitor the expenditure of all town funds by overseeing the examination of all
departmental accounts payable and payroll'vouchers for accuracy and availability of funds
before approving payment by the Town Treasurer; supervise the preparation of warrants
for payroll and accounts payable for signature by the Mayor; oversee payment of employee
beneW Fieluding-healt4iand basic life insurance and the maintenance of
associated records.
• Prepare monthly reports of appropriation and expenditure balances and other financial
analyses for the City Council and other town departments, boards and committees; advise
officials as to legality and propriety of expenditures; maintain copies of all municipal
contracts entered into by the town
• Assist the City Council in the review of the Mayor's proposed fiscal year operating and
capital Improvement budgets, prepare and present to the City Council a complete
financial analysis of the revenue and expenditure outlook for the fiscal year budget
under review.
• Supervise preparation of payroll warrants to assure timely distribution of paychecks and
financial reports.
• Maintain a complete set of financial records for all town accounts, appropriations, debts
and contracts.
Maintains the general ledger and subsidiary ledgers in accordance with the MUNIS
accounting system, reconcile general ledger cash balances monthly with Treasurer,
conduct an annual audit of the Treasurer's cash, including all trustee accounts; assist In
state and outside audits as required.
• Compile and submit required state and federal year-end comprehensive financial
statements including Schedule A for the MA Department of Revenue.
• Conduct periodic internal operational and financial audits to assure compliance with state
statutes and sound financial management practices. Work with outside auditors during the
annual audit of town funds and expenditures.
• Attend evening meetings as requested by the City Council and perform other related tasks
as required.
REQUIRED KNOWLEDGE,ABILITIES AND SKILLS
Thorough knowledge of the principles and practices of Municipal Accounting and of the applicable
provisions of state and federal laws. Ability to analyze and interpret financial data and to present
findings clearly and concisely in writing and in oral presentations.Ability to supervise subordinates in
an efficient manner and to establish and maintain harmonious relationships with town officials and
state agencies. Thorough knowledge of PG-based computer software Including databases,
spreadsheets and financial packages; MUNIS experience preferred. Experience with computer
networks also preferred.
REQUIRED EDUCATION AND SCE
Bachelors Degree in Accounting, Finance, Public Administration or Business Administration and 3-5
years of experience in Amounting or Financial Management; experience in Municipal Accounting In
Massachusetts preferred with Town Accountant/Auditor Certification or any equivalent combination of
education and experience.Licensure as a CPA would be a plus.
COMMUNICATION PROTOCOL WrM CITY COUNCIL
i. Prepare monthly reports of appropriation and expenditure balances and other financial
analyses, as requested, for the City Council.
2. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes an expenditure which is out of the
ordinary the Auditor shall forthwith communicate that expenditure to the Came-]
AdmWostiFatwe Assistant for the full council. An expenditure which is out of
the ordinary is an expenditure which is not generally made in the normal course of the
operation of the town.
3. If during the process of monitoring the expenditure of all town/school funds by overseeing the
examination of all departmental accounts poilable and payroll vouchers for accuracy and availability of
funds,the Auditor observes a requested expenditure which raises reasonable questions regarding the
appropriateness of funding said requested expenditure from the approved appropriation, the Auditor
shall forthwith communicate that requested expenditure to the
full council. The Auditor shall refuse to process said expenditure until after
consultation with the Council President(or the Council Vice President in the absence of the Council
President).As a result of said consultation,the Council President(or the Council Vice President in the
absence of the Council President) may (i) recommend approval of the requested expenditure; (11)
recommend obtaining a legal opinion from the City Solicitor prior to approving the requested
expenditure; (iii) recommend consultation with the appropriate staff at the Commonwealth of
Massachusetts prior to approving the requested expenditure;or(iv)recommend rejection of
the requested expenditure. The Council President (or the Council Vice President in the absence
of the Council President) shall endeavor to act quickly so as to not slow the orderly operation of
town business and shall communicate their decision to the Auditor with copy to the full Council.
4. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes a requested expenditure which is
fraudulent, unlawful or excessive in accordance with Massachusetts General Laws the Auditor
shall forthwith communicate that expenditure to
the full council.
(This Job description does not constitute an employment agreement between the employer
and the employee and is subject to change by the City Council as the needs of the Council and
requirements of the positron change).
TR-201S-4
A RESOLUTION APPROVING THE REVISED
]OS DESCRIPTION FOR THE COUNCIL APPOINTED AUDITOR POSITION
WHEREAS, the Agawam City Council recently reviewed and updated the job
description for the Council appointed position of Auditor;
WHEREAS,the Agawam City Council added a new section to the Auditor job description
entitled Communication Protocol with City Council to enhance and improve communication
between the Auditor and the City Council regarding the finances of the town;
WHEREAS,the Agawam City Council also updated the Primary
Essential Functions portion of the job description for the Cn- pr;
WHEREAS,it is in the best interest of the T1 y, }i1
description for the Council appointed position of Au �Q
NOW THEREFORE, 8E IT RESOLVED that th
�S
approves the attached job description for the Co
Dated this day of
PER ORDER OF THE AGAWAM CITY COUNCIL
5
Christopher C. Johnson, President, Agawam City Council
APPROVED AS TO FORM AND LEGALITY
Vincent Gioscia, City Solicitor
AUDITOR
PRIMARY RESPONSIBILITIES
Appointed by the City Council and responsible for formulating policies, plans and procedures
for municipal audit and accounting procedures; ensuring accuracy and efficiency of municipal
and departmental accounting systems; assisting In the preparation of annual budgets;
assisting the City Council on municipal financial affairs; and creating short and long term goals
and objectives, works under the policy direction of the City Council and in accordance with
administrative policies of the Mayor, and in accordance with the town charter, ordinances and
other statutory requirements.
ESSENTIAL FUNCTIONS
(The essential functions or duties listed below are intended only as illustrations of
the various types of work that may be performed. The omission of specific
statements of duties does not exclude them from the position if the work is
similar, related or a logical assignment to the position)
• Responsible for municipal accounting functions of the Town, including the
maintenance of all financial records to ensure compliance with federal, state and
local laws and regulations.
• Ensure the integrity of the financial data by instituting proper internal controls, ensure
that no claim or request for payment against the city is fraudulent, unlawful or excessive
in accordance with Massachusetts General Laws.
• Responsible for the accuracy of all financial records from the General Ledger and
subsidiary ledgers and monthly reports. Prepare or review more complex accounting
regulations and entries such as tax recap sheet, certification of Free Cash, etc.
• Responsible for controlling the expenditures of Town subsidiary and control accounts,
school grants and revolving accounts, ensuring compliance with the authority to spend.
Responsible for accounts payable and payroll warrants, including the review and
approval of all payments made by the town.
• Review all departmental expenditures and unexpended balances, and such other
internal statistical and financial reports as required.
• Compile and submit accounting reports required by state, federal and municipal
ordinances. Prepare annual financial statements for the outside auditors. Prepare
annual report indicating annual financial transactions and financial position of the town
at the close of each fiscal year.
• Manage the office of the Auditor, supervise and train auditor department staff
responsible for accounting and bookkeeping. Assist in the selection, evaluation and
discipline of staff in accordance with town and department policies and procedures.
• Prepare and monitor Auditor Department's budget.
• Provide accounting information and assistance to the general public and to employees.
• Monitor the expenditure of all town funds by overseeing the examination of all
departmental accounts payable and payroll vouchers for accuracy and availability of
funds before approving payment by the Town Treasurer; supervise the preparation of
warrants for payroll and accounts payable for signature by the Mayor; oversee payment
of employee basic life insurance and the maintenance of associated records.
• Prepare monthly reports of appropriation and expenditure balances and other financial
analyses for the City Council and other town departments, boards and committees;
advise officials as to legality and propriety of expenditures; maintain copies of all
municipal contracts entered into by the town.
• Assist the City Council in the review of the Mayor's proposed fiscal year operating and
capital improvement budgets, prepare and present to the City Council a complete
financial analysis of the revenue and expenditure outlook for the fiscal year budget
under review.
• Supervise preparation of payroll warrants to assure timely distribution of paychecks and
financial reports.
• Maintain a complete set of financial records for all town accounts, appropriations, debts
and contracts.
• Maintains the general ledger and subsidiary ledgers in accordance with the MUNIS
accounting system, reconcile general ledger cash balances monthly with Treasurer,
conduct an annual audit of the Treasurer's cash, including all trustee accounts; assist in
state and outside audits as required.
• Compile and submit required state and federal year-end comprehensive financial
statements including Schedule A for the MA Department of Revenue.
• Conduct periodic internal operational and financial audits to assure compliance with state
statutes and sound financial management practices. Work with outside auditors during
the annual audit of town funds and expenditures.
• Attend evening meetings as requested by the City Council and perform other related
tasks as required. If the Auditor is required to work outside of and in excess of the
position's regular work week (35 hours) or work day (7 hours), the Auditor may receive a
schedule adjustment (either in the form of an adjustment of hours or days of work) on an
equal time basis to offset work performed outside of and in excess of the position's
regular work week or work day. Any schedule adjustment must be made within the fiscal
year during which the work outside of and in excess of the employee's regular work week
or work day was performed.
REQUIRED KNOWLEDGE,ABMIES AND SKILLS
Thorough knowledge of the principles and practices of Municipal Accounting and of the applicable
provisions of state and federal laws. Ability to analyze and interpret financial data and to present
findings clearly and concisely in writing and in oral presentations. Ability to supervise subordinates in
an efficient manner and to establish and maintain harmonious relationships with town officials and
state agencies. Thorough knowledge of PC-based computer software including databases,
spreadsheets and financial packages; MUNIS experience preferred. Experience with computer
networks also preferred.
REQUIRED EDUCATION AND EXPERIENCE
Bachelors Degree in Accounting, Finance, Public Administration or Business Administration and 3-5 years
of experience in Accounting or Financial Management; experience in Municipal Accounting In
Massachusetts preferred with Town Accountant/Auditor Certification or any equivalent combination of
education and experience. Licensure as a CPA would be a plus.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. While performing the duties of this job, the
employee is frequently required to sit, talk, or hear. The employee is occasionally required to stand, walk,
use hands to finger, handle or feel, reach with hands and arms and stoop, kneel or crouch. The employee
must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include
close vision, distance vision and depth perception.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Normal office working conditions. The noise level in
the work environment is quiet to moderate.
COMMUNICATION PROTOCOL WITH CITY COUNCIL
1. Prepare monthly reports of appropriation and expenditure balances and other financial
analyses, as requested, for the City Council.
2. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes an expenditure which is out of the
ordinary the Auditor shall forthwith communicate that expenditure to the Full Council. An
expenditure which is out of the ordinary is an expenditure which is not generally made in the
normal course of the operation of the town.
3. If during the process of monitoring the expenditure of all town/school funds by overseeing the
examination of all departmental accounts payable and payroll vouchers for accuracy and availability of
funds, the Auditor observes a requested expenditure which raises reasonable questions regarding the
appropriateness of funding said requested expenditure from the approved appropriation, the Auditor
shall forthwith communicate that requested expenditure to the Full Council. The Auditor shall refuse to
process said expenditure until after consultation with the Council President (or the Council Vice
President in the absence of the Council President). As a result of said consultation, the Council President
(or the Council Vice President in the absence of the Council President) may (i) recommend approval of
the requested expenditure; (ii) recommend obtaining a legal opinion from the City Solicitor prior to
approving the requested expenditure; (iii) recommend consultation with the appropriate staff at the
Commonwealth of Massachusetts prior to approving the requested expenditure; or (iv) recommend
rejection of the requested expenditure. The Council President (or the Council Vice President in the
absence of the Council President) shall endeavor to act quickly so as to not slow the orderly operation of
town business and shall communicate their decision to the Auditor with copy to the Full Council. The
Council President or Vice President shall notify the Full Council of any action taken under this section
within forty eight hours.
4. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for accuracy and
availability of funds, the Auditor observes a requested expenditure which is fraudulent, unlawful or
excessive in accordance with Massachusetts General Laws the Auditor shall forthwith communicate that
expenditure to the Full Council.
(This job description does not constitute an employment agreement between the employer
and the employee and is subject to change by the City Council as the needs of the Council
and requirements of the position change).
barbara bard
From: Cheryl StJohn
Sent: Thursday, February 12, 2015 9:47 AM
To: barbara bard
Subject: Correction to document sent in previous email
Barbara can you correct the document to be "within" instead of"with" forty eight hours in section three
of communication protocol. It is a typo. Sorry and Thanks!
Sincerely
Cheryl St. John
Town Auditor
Town of Agawam
(413) 726-9707
i
barbara bard
From: Cheryl StJohn
Sent: Thursday, February 12, 2015 9:41 AM
To: barbara bard
Subject: TR-2015-4 with Legislative Committee Revisions
Attachments: TR2015-4 with Legislative Revisions.docx
Barbara
Attached is TR-2015-4 with the revisions that were voted on at the Legislative Committee meeting
last night. The committee asked me to forward them to you this morning to include in the packets and
on the boardpaq. The changes are outlined in red and below:
Remove:
The council Administrative Assistant for communication
From paragraph 2,3,4
Add:
If the Auditor is required to work outside of and in excess of the position's regular work week (35
hours) or work day (7 hours), the Auditor may receive a schedule adjustment (either in the form of an
adjustment of hours or days of work) on an equal time basis to offset work performed outside of and
in excess of the position's regular work week or work day. Any schedule adjustment must be made
within the fiscal year during which the work outside of and in excess of the employee's regular work
week or work day was performed.
After
Attend evening meetings as requested by the City Council and perform other related tasks as
required
Add:
The Council President or Vice President shall notify the full council of any action taken under this
section within forty eight hours.
After Section 3 of the Communications Protocol with City Council
If you have any questions do not hesitate to call or email me
Sincerely
Cheryl St. John
Town Auditor
Town of Agawam
(413) 726-9707
i
Town of Agawam Law Department
Memorandum
To: Chris Johnson,Council President; J. Cichetti Legislative Committee Chair
From: Vincent Gioscia
Date: January 26,2015
Subject: TR-20154 Auditor's Job Description
Sirs:
I have reviewed the attached Resolution entitled "A Resolution Approving the Revised Job
Description for the Council Appointed Auditor Position."
I have consulted with Labor Counsel on the matter and I suggest adding the following items:
PHYSICAL DEMANDS: The physical demands described here are representative of those that
must be met by an employee to successfully perform the essential functions of this job. While
performing the duties of this job, the employee is frequently required to sit; talk; or hear. The
employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with
hands and arras; and stoop; kneel; or crouch The employee must occasionally lift and/or move up
to 25 pounds. Specific vision abilities required by this job include close vision,distance vision and
depth perception.
WORK ENVIRONMENT: The work environment characteristics described. here are
representative of those an employee encounters while performing the essential functions of this
job. Normal office working conditions. The noise level in the work environment is quiet to
moderate.
The Section entitled "Communications Protocol with City Council" should be removed as it
appears to me more akin to a"policy"than a"job function."
-7 c)LO15-
1
AUDITOR
PRIMARY RESPONSIBILITIES
Appointed by the City Council and responsible for formulating policies, plans and procedures
for municipal audit and accounting procedures; ensuring accuracy and efficiency of municipal
and departmental accounting systems; assisting in the preparation of annual budgets; assisting
the City Council on municipal financial affairs; and creating short and long term goals and
objectives. Works under the policy direction of the City Council and in accordance with
administrative policies of the Mayor, and in accordance with the town charter, ordinances and
other statutory requirements.
ESSENTIAL FUNCTIONS
(The essential functions or duties listed below are intended only as illustrations of the various
types of work that may be performed. The omission of specific statements of duties does not
exclude them from the position if the work is similar, related or a logical assignment to the
position)
• Responsible for municipal accounting functions of the Town, including the maintenance
of all financial records to ensure compliance with federal, state and local laws and
regulations.
• Ensure the integrity of the financial data by instituting proper internal controls, ensure
that no claim or request for payment against the city is fraudulent, unlawful or excessive
in accordance with Massachusetts General Laws.
• Responsible for the accuracy of all financial records from the General Ledger and
subsidiary ledgers and monthly reports. Prepare or review more complex accounting
regulations and entries such as tax recap sheet, certification of Free Cash, etc.
• Responsible for controlling the expenditures of Town subsidiary and control accounts,
school grants and revolving accounts, ensuring compliance with the authority to spend.
Responsible for accounts payable and payroll warrants, including the review and
approval of all payments made by the town.
• Review all departmental expenditures and unexpended balances, and such other
internal statistical and financial reports as required.
• Compile and submit accounting reports required by state, federal and municipal
ordinances. Prepare annual financial statements for the outside auditors. Prepare
annual report indicating annual financial transactions and financial position of the town
at the close of each fiscal year.
• Manage the office of the Auditor, supervise and train auditor department staff
responsible for accounting and bookkeeping. Assist in the selection, evaluation and
discipline of staff in accordance with town and department policies and procedures.
• Prepare and monitor Auditor Department's budget.
• Provide accounting information and assistance to the general public and to employees.
• Monitor the expenditure of all town funds by overseeing the examination of all
departmental accounts payable and payroll vouchers for accuracy and availability of
funds before approving payment by the Town Treasurer; supervise the preparation of
warrants for payroll and accounts payable for signature by the Mayor; oversee payment
of employee basic life insurance and the maintenance of associated records.
• Prepare monthly reports of appropriation and expenditure balances and other financial
analyses for the City Council and other town departments, boards and committees;
advise officials as to legality and propriety of expenditures; maintain copies of all
municipal contracts entered into by the town.
• Assist the City Council in the review of the Mayor's proposed fiscal year operating and
capital improvement budgets, prepare and present to the City Council a complete
financial analysis of the revenue and expenditure outlook for the fiscal year budget
under review.
• Supervise preparation of payroll warrants to assure timely distribution of paychecks and
financial reports.
• Maintain a complete set of financial records for all town accounts, appropriations, debts
and contracts.
• Maintains the general ledger and subsidiary ledgers in accordance with the MUNIS
accounting system, reconcile general ledger cash balances monthly with Treasurer,
conduct an annual audit of the Treasurer's cash, including all trustee accounts; assist in
state and outside audits as required.
• Compile and submit required state and federal year-end comprehensive financial
statements including Schedule A for the MA Department of Revenue.
• Conduct periodic internal operational and financial audits to assure compliance with
state statutes and sound financial management practices. Work with outside auditors
during the annual audit of town funds and expenditures.
• Attend evening meetings as requested by the City Council and perform other related
tasks as required.
REQUIRED KNOWLEDGE, ABILITIES AND SKILLS
Thorough knowledge of the principles and practices of Municipal Accounting and of the
applicable provisions of state and federal laws. Ability to analyze and interpret financial data
and to present findings clearly and concisely in writing and in oral presentations. Ability to
supervise subordinates in an efficient manner and to establish and maintain harmonious
relationships with town officials and state agencies. Thorough knowledge of PC-based
computer software including databases, spreadsheets and financial packages; MUNIS
experience preferred. Experience with computer networks also preferred.
j
REQUIRED EDUCATION AND EXPERIENCE
Bachelor's Degree in Accounting, Finance, Public Administration or Business Administration and
3-5 years of experience in Accounting or Financial Management; experience in Municipal
Accounting in Massachusetts preferred with Town Accountant/Auditor Certification or any
equivalent combination of education and experience. Licensure as a CPA would be a plus.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. While performing the
duties of this job, the employee is frequently required to sit, talk or hear. The employee is
occasionally required to stand, walk, use hands to finger, handle or feel, reach with hands and
arms and stoop, kneel or crouch. The employee must occasionally lift and/or move up to 25
pounds. Specific vision abilities required,by this job include close vision, distance vision and
depth perception.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Normal office working
conditions. The noise level in the work environment is quiet to moderate.
COMMUNICATION PROTOCOL WITH CITY COUNCIL
1. Prepare monthly reports of appropriation and expenditure balances and other financial
analyses, as requested, for the City Council.
2. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes an expenditure which is out of the
ordinary the Auditor shall forthwith communicate that expenditure to the Council
Administrative Assistant for communication to the full council. An expenditure which is out of
the ordinary is an expenditure which is not generally made in the normal course of the
operation of the town.
3. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes a requested expenditure which raises
reasonable questions regarding the appropriateness of funding said requested expenditure
from the approved appropriation, the Auditor shall forthwith communicate that requested
expenditure to the Council Administrative Assistant for communication to the full council. The
Auditor shall refuse to process said expenditure until after consultation with the Council
President (or the Council Vice President in the absence of the Council President). As a result of
said consultation, the Council President (or the Council Vice President in the absence of the
Council President) may (i) recommend approval of the requested expenditure; (ii) recommend
obtaining a legal opinion from the City Solicitor prior to approving the requested expenditure;
NO recommend consultation with the appropriate staff at the Commonwealth of
Massachusetts prior to approving the requested expenditure; or (iv) recommend rejection of
the requested expenditure. The Council President (or the Council Vice President in the absence
of the Council President) shall endeavor to act quickly so as to not slow the orderly operation of
town business and shall communicate their decision to the Auditor with copy to the full Council.
4. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes a requested expenditure which is
fraudulent, unlawful or excessive in accordance with Massachusetts General Laws the Auditor
shall forthwith communicate that expenditure to the Council Administrative Assistant for
communication to the full council.
(This job description does not constitute an employment agreement between the employer
and the employee and is subject to change by the City Council as the needs of the Council and
requirements of the position change).
OD
TOWN OF AGAWAM
AUDITING DEPARTMENT,TOWN HALL,36 MAIN STREET,AGAWAM,MA 01001 (413)726-9707
INTEROFFICE MEMORANDUM
TO: Agawam Town Council
FROM: Cheryl St. John, Town Auditor
RE: TR-2015-4
DATE: January 28, 2015
In review of Resolution TR-2015-4 I have a few items I would like to call your attention
to:
During the December 1$t session, discussion was had regarding "communication
protocol". That discussion culminated with the full council acknowledging and
agreeing that the auditor position is supervised and overseen by the Council and as
such must report, and communicate, directly to the council as a whole and individually
as directed. The resolution states in sections two, three and four of Communication
Protocol with City Council "the Auditor shall forthwith communicate ... to the Council
Administrative Assistant for communication to the full council." I request the current
resolution language be amended to reflect that the Auditor communicate to the full
council directly. Please remove "Council Administrative Assistant for communication
to the" from sections two three and four.
In addition, I call your attention to the tenth (10), eleventh (11) and twelfth (12) bullet
points under essential functions. Paragraphs were added that I ask you to review
given the following:
➢ Tenth bullet states I oversee payment of employee benefits including health
and life insurance and the maintenance of associated records.
o This function is not currently performed by the auditor's department.
Except for basic life insurance, health and supplemental life insurance
are handled by the personnel department. I request the current
4'
resolution language be amended to reflect that. Please remove
"employee benefits including health and" and replace with "basic"
➢ Eleventh bullet states I should maintain copies of all municipal contracts
entered into by the town and review compliance with applicable procurement
and bidding requirements.
o Current internal town protocol it is the responsibility of the town clerk to
keep copies of town records. While our office does keep a folder for
contracts I am not provided a copy of every contract. The flow of these
documents from other municipal departments to this office has not been
fluid or consistent.
o The town has no formal procurement officer, though the council has
maintained this is the responsibility of the Mayor. Over the last ten years
the procurement regulations and requirements has increased
dramatically, to a point where most municipalities fund a separate full
time Procurement Officer/Department. The State also recommends and
encourages this.
o Compliance review of procurement and bidding requirements is a
responsibility in itself. For this function to be performed in the manner
required, training and education would be required, I am willing to
explore this item, with the council, to determine the best option for the
town. I request the current resolution language be amended to reflect
this. Please remove "and review compliance with applicable
procurement and bidding requirements"
➢ Twelfth bullet states ...prepare and present to the City Council a complete
financial analysis of the revenue and expenditure outlook for the fiscal year
budget under review."
o As discussed in the December Vt session I am fully and willingly
prepared to perform this function. There are many approaches and
variations as to how this may be performed and will need clear
directives, from the council as to exactly what you would like the final
report to contain and how it is to be formatted.
o As discussed at the December 1st session the additional responsibility
under Communication Protocol Section one to "Prepare ... other
financial analysis". I will need to know exactly what you are looking for
so I can provide information.
I appreciate the councils' cooperation and patience with these items and look forward
to working closely with each councilor going forward. I am committed to working
cooperatively and openly with the council, as a whole, and each individually. I am
wholly committed and focused on proactively working on open and frequent
communication throughout the year. If you have any questions please do not hesitate
to email or call me at (413) 726-9707.
AUDITOR
PRIMARY RESPONSIBILITIES
Appointed by the City Council and responsible for formulating policies, plans and procedures
for municipal audit and accounting procedures; ensuring accuracy and efficiency of municipal
and departmental accounting systems; assisting In the preparation of annual budgets;
assisting the City Council on municipal financial affairs; and creating short and long term goals
and objectives. Works under the policy direction of the City Council and in accordance with
administrative policies of the Mayor, and in accordance with the town charter, ordinances and
other statutory requirements.
ESSENTIAL(FUNCTIONS
(The essential functions or duties listed below are intended only as illustrations of the various
types of work that may be performed. The omission of specific statements of duties does not
exclude them from the position if the work is similar, related or a logical assignment to the
position)
• Responsible for municipal accounting functions of the Town, including the
maintenance of all financial records to ensure compliance with federal, state and
local laws and regulations.
• Ensure the integrity of the financial data by Instituting proper internal controls, ensure
that no claim or request for payment against the city Is fraudulent, unlawful or excessive
In accordance with Massachusetts General Laws.
• Responsible for the accuracy of all financial records from the General Ledger and
subsidiary ledgers and monthly reports. Prepare or review more complex accounting
regulations and entries such as tax recap sheet, certification of Free Cash, etc.
• Responsible for controlling the expenditures of Town subsidiary and control accounts,
school grants and revolving accounts, ensuring compliance with the authority to spend.
Responsible for accounts payable and payroll warrants, including the review and
approval of all payments made by the town.
• Review all departmental expenditures and unexpended balances, and such other
internal statistical and financial reports as required.
• Compile and submit accounting reports required by state, federal and municipal
ordinances. Prepare annual financial statements for the outside auditors. Prepare
annual report indicating annual financial transactions and financial position of the town
at the close of each fiscal year.
• Manage the office of the Auditor, supervise and train auditor department staff
responsible for accounting and bookkeeping. Assist in the selection, evaluation and
discipline of staff in accordance with town and department policies and procedures.
• Prepare and monitor Auditor Department's budget.
• Provide accounting information and assistance to the general public and to employees.
• Monitor the expenditure of all town funds by overseeing the examination of all
departmental accounts payable and payroll 'vouchers for accuracy and availability of funds
before approving payment by the Town Treasurer; supervise the preparation of warrants
for payroll and accounts payable for signature by the Mayor; oversee payment of employee
befiefits-ineludinThealth and basic life insurance and the maintenance of
associated records.
Prepare monthly reports of appropriation and expenditure balances and other financial
analyses for the City Council and other town departments, boards and committees; advise
officials as to legality and propriety of expenditures; maintain copies of all municipal
contracts entered into by the town
bidding FeqwiFements.
• Assist the City Council in the review of the Mayor's proposed fiscal year operating and
capital improvement budgets, prepare and present to the City Council a complete
financial analysis of the revenue and expenditure outlook for the fiscal year budget
under review.
• Supervise preparation of payroll warrants to assure timely distribution of paychecks and
financial reports.
• Maintain a complete set of financial records for all town accounts, appropriations, debts
and contracts.
• Maintains the general ledger and subsidiary ledgers in accordance with the MUNIS
accounting system, reconcile general ledger cash balances monthly with Treasurer,
conduct an annual audit of the Treasurer's cash, including all trustee accounts; assist In
state and outside audits as required.
• Compile and submit required state and federal year-end comprehensive financial
statements including Schedule A for the MA Department of Revenue.
• Conduct periodic internal operational and financial audits to assure compliance with state
statutes and sound financial management practices. Work with outside auditors during the
annual audit of town funds and expenditures.
• Attend evening meetings as requested by the City Council and perform other related tasks
as required.
REQUIRED KNOWLEDGE,ABILITIES AND SKILLS
Thorough knowledge of the principles and practices of Municipal Accounting and of the applicable
provisions of state and federal laws. Ability to analyze and interpret financial data and to present
findings clearly and concisely in writing and in oral presentations. Ability to supervise subordinates in
an efficient manner and to establish and maintain harmonious relationships with town officials and
state agencies. Thorough knowledge of PC-based computer software Including databases,
spreadsheets and financial packages; MUNIS experience preferred. Experience with computer
networks also preferred.
REQUIRED EDUCATION AND EXPERIENCE
Bachelors Degree in Accounting, Finance, Public Administration or Business Administration and 3-5
years of experience in Accounting or Financial Management; experience in Municipal Accounting In
Massachusetts preferred with Town Accountant/Auditor Certification or any equivalent combination of
education and experience. Licensure as a CPA would be a plus.
COMMUNICATION PROTOCOL WITH CITY COUNCIL
I. Prepare monthly reports of appropriation and expenditure balances and other financial
analyses, as requested, for the City Council.
2. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes an expenditure which is out of the
ordinary the Auditor shall forthwith communicate that expenditure to !he Counsiil
AdmimstFatove Assistant for the full council. An expenditure which is out of
the ordinary is an expenditure which is not generally made in the normal course of the
operation of the town.
3. If during the process of monitoring the expenditure of all town/school funds by overseeing the
examination of all departmental accounts poilable and payroll vouchers for accuracy and availability of
funds, the Auditor observes a requested expenditure which raises reasonable questions regarding the
appropriateness of funding said requested expenditure from the approved appropriation, the Auditor
shall forthwith communicate that requested expenditure to the CounGil AdministFative Assistant far
full council. The Auditor shall refuse to process said expenditure until after
consultation with the Council President(or the Council Vice President in the absence of the Council
President). As a result of said consultation, the Council President(or the Council Vice President in the
absence of the Council President) may (i) recommend approval of the requested expenditure; (II)
recommend obtaining a legal opinion from the City Solicitor prior to approving the requested
expenditure; (iii) recommend consultation with the appropriate staff at the Commonwealth of
Massachusetts prior to approving the requested expenditure;or(iv)recommend rejection of
the requested expenditure. The Council President (or the Council Vice President in the absence
of the Council President) shall endeavor to act quickly so as to not slow the orderly operation of
town business and shall communicate their decision to the Auditor with copy to the full Council.
4. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes a requested expenditure which is
fraudulent, unlawful or excessive in accordance with Massachusetts General Laws the Auditor
shall forthwith communicate that expenditure to the Geumell "a.. inis`fati a Assistant theeemmunneatmen full full council.
(This Job description does not constitute an employment agreement between the employer
and the employee and is subject to change by the City Council as the needs of the Council and
requirements of the position change).
Town of Agawam Law Department
Memorandum
ED MP
To: Chris Johnson, Council President; J. Cichetti Legislative Committee Chair
From: Vincent Gioscia
Date: January 26, 2015
Subject: TR-2015-4 Auditor's Job Description
Sirs:
I have reviewed the attached Resolution entitled "A Resolution Approving the Revised Job
Description for the Council Appointed Auditor Position."
1 have consulted with Labor Counsel on the matter and I suggest adding the following items:
PHYSICAL DEMANDS: The physical demands described here are representative of those that
must be met by an employee to successfully perform the essential functions of this job. While
performing the duties of this job, the employee is frequently required to sit; talk; or hear. The
employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with
hands and arms; and stoop; kneel; or crouch The employee must occasionally lift and/or move up
to 25 pounds. Specific vision abilities required by this job include close vision,distance vision and
depth perception.
WORK ENVIRONMENT: The work environment characteristics described here are
representative of those an employee encounters while performing the essential functions of this
job. Normal office working conditions. The noise level in the work environment is quiet to
moderate.
The Section entitled "Communications Protocol with City Council" should be removed as it
appears to me more akin to a"policy"than a"job function."
.2ols-1k
A RESOLUTION:IUNCIL
IPPROVING THE REVISED
JOB DESCRIPTION FOR THE C APPOINTED AUDITOR POSITION
WHEREAS,the Agawam City Council recently reviewed and updated the job description
for the Council appointed position of Auditor;
WHEREAS,the Agawam City CounqI added a new section to the Auditor job description
entitled Communication Protocol with CC1 Council to enhance and Improve communication
between the Auditor and the City Council regarding the finances of the town;
WHEREAS, the Agawam City Council also updated the Primary Responsibilities and
Essential functions portion of the job description for the Council appointed position of Auditor;
I
WHEREAS,it Is In the best interestlof the Town of Agawam to approve the updated job
description for the Council appointed posl on of Auditor;and
NOW THEREFORE, BE IT RESOLVE that the Agawam City Council hereby approves the
attached job description for the Council appointed position of Auditor.
Dated this day of 20t5.
PER ORDER OF THE AGAWAM CITY COUN X
Christopher C.Johnson,President,Agawa City Council
APPROVED AS TO FORM*AND LEGALITY
Vincent Giosda,City Solicitor
AUDITOR
PRIMARY RESPONSIBILITIES
Appointed by the City Council and responsible for formulating policies, plans and procedures
for municipal audit and accounting procedures; ensuring accuracy and efficiency of municipal
and departmental accounting systems;as Isting in the preparation of annual budgets; assisting
the City Council on municipal financial affairs; and creating short and long term goals and
objectives. Works under the policy dl . Ion of the City Council and In accordance with
administrative policies of the Mayor, and n accordance with the town charter,ordinances and
other statutory requirements.
ESSENTIAL FUNCTIONS
(The essentiol.tunctlons or duties listed blow are Intended only as illustrations of the various
types of work that may be performed. The omission of specific statements of duties does not
exclude them from the position if thework Is similar, related or a logical assignment to the
position)
• Responsible for municipal accounting functions'of the Town, Including the maintenance
of all financial records to-ensure compliance with federal, state and local laws and.
regulations.
• Ensure the integrity of the financla I data by instituting proper internal controls, ensure
that no claim or request for payment against the city Is fraudulent, unlawful or excessive
in accordance with Massachusetts eneral Laws.
• Responsible for the accuracy of ill financial records from the General Ledger and
subsidiary ledgers and monthly re 3orts. Prepare or review more complex accounting
regulations and entries such as tax recap sheet,certification of Free Cash,etc.
• Responsible for controlling the expenditures of Town subsidiary and control accounts,
school grants and revolving accour ts, ensuring compliance with the authority to spend.
Responsible for accounts payable and payroll warrants, Including the review and
approval of all payments made by t ie town.
Review all departmental expend 11tures and unexpended balances, and such other
Internal statistical and financial reports as required.
• Compile and submit accounting reports required by state, federal and municipal
ordinances. Prepare annual financial statements for the outside auditors. Prepare
annual report indicating annual financial transactions and financial position of the town
at the close of each fiscal year.
• Manage the office of the Auditor, supervise and train auditor department staff
responsible for accounting and bookkeeping, Assist in the selection, evaluation and
discipline of staff in accordance wits town and department policies and procedures.
1
I
I
• Prepare and monitor Auditor Depa J�tment's budget.
+ Provide accounting information and assistance to the general public and to employees.
• Monitor the expenditure of all town funds by overseeing the examination of all
departmental accounts payable ar d payroll vouchers for accuracy and availability of
funds before approving payment by the Town Treasurer; supervise the preparation of
warrants for payroll and accounts Payable for signature by the Mayor; oversee payment
of employee benefits including health and life Insurance and the maintenance of
associated records.
• Prepare monthly reports of appropriation and expenditure balances and other financial
analyses for the City Council and other town departments, boards and committees;
advise officials as to legality and propriety of expenditures; maintain copies of all
municipal contracts entered Into y the town and review compliance with applicable
procurement and bidding requirem� nts,
• Assist the City Council in the review of the Mayor's proposed fiscal year operating and
capital Improvement budgets, prepare and present to the City Council a complete
financial analysis of the revenue nd expenditure outlook for the fiscal year budget
under review,
• Supervise preparation of payroll warrants to assure timely distribution of paychecks and
financial reports.
• Maintain a complete set of financia records for all town accounts, appropriations,debts
and contracts.
• Maintains the general ledger and subsidiary ledgers In accordance with the MUNIS
accounting system, reconcile gen ral ledger cash balances monthly with Treasurer,
conduct an annual audit of the Tre surers cash, including all trustee accounts; assist In
state and outside audits as require .
• Compile and submit required state and federal year-end comprehensive financial
statements including Schedule A for the MA Department of Revenue.
• Conduct periodic Internal operational and financial audits to assure compliance with
state statutes and sound financial fnanagement practices. Work with outside auditors
during the annual audit of town funds and expenditures.
• Attend evening meetings as requ ed by the City Council and perform other related
tasks as required.
i
REQUIRED KNOWLEDGE,ABILITIES ARID 5 ILLS
Thorough knowledge of the principles ind practices of Municipal Accounting and of the
applicable provisions of state and federal I laws. Ability to analyze and interpret financial data
and to present findings clearly and cond�ely in writing and In oral presentations. Ability to
supervise subordinates in an efficient manner and to establish and maintain harmonious
relationships with town officials and state agencies. Thorough knowledge of PC-based
computer software including database, spreadsheets and financial packages; MUNIS
experience preferred. Experience with cor pater networks also preferred.
REQUIRED EDUCATION AND EXPERIENCE
Bachelor's Degree In Accounting, Finance, public Administration or Business Administration and
3-5 years of experience in Accounting ar Financial Management; experience in Municipal
Accounting In Massachusetts preferred with Town Accountant/Audltor Certification or any
equivalent combination of education and experience. Ucensure as a CPA would be a plus.
CO€iRRIIUNICATI014 PIiOTOCOLlRllili C[1V COUNCIL
1. Prepare monthly reports of appropriation and expenditure balances and other financial
analyses,as requested,for the City Council
Z. If duringthe process of monitoin the expenditure of all town/school funds b
P g Pe Y
overseeing the examination of all depa;t ental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes an expenditure which Is out of the
ordinary the Auditor shall forthwith communicate that expenditure to the Council
Administrative Assistant for corn unicatla to the full council. An expenditure which is out of
the ordinary Is an expenditure which is not generally made in the normal course of the
operation of the town.
3. If during the process of monitoling the expenditure of all town/school funds by
overseeing the examination of all dep"ental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes a requested expenditure which raises
reasonable questions regarding the appropriateness of funding said requested expenditure
from the approved appropriation, the Auditor shall forthwith communicate that requested
expenditure to the Council Administrative Assistant for communication to the full council. The
Auditor shall refuse to process said expenditure until after consultation with the Council
President(or the Council Vice President in the absence of the Council President). As a result of
said consultation, the Council President (gr the Council Vice President in the absence of the
Council President) may (1) recommend apdroval of the requested expenditure; (11) recommend
obtaining a legal opinion from the City Solicitor prior to approving the requested expenditure;
(Ill) recommend. consultation with the appropriate staff at the Commonwealth of
Massachusetts prior to approving the req ested expenditure; or (iv) recommend rejection of
the requested expenditure. The Council Pr sident(or the Council Vice President In the absence
of the Council President)shall endeavor to act quickly so as to not slow the orderly operation of
town business and shall communicate their�Iecision to the Auditor with copy to the full Council.
4. If during the process of monitorl g the expenditure of all town/school funds by
overseeing the examination of all depart Tental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes a requested expenditure which Is
fraudulent, unlawful or excessive in accordance with Massachusetts General Laws the Auditor
shall forthwith communicate that expend re to the Council Administrative Assistant for
communication to the full council.
(This Job description does not constitute a 7 employment agreement between the employer
and the employee and Is subject to change y the City Council as the needs of the Council and
requirements of the position change).
i
TR-2015-q-
A RESOLUTION APPROVING THE REVISED
JOB DESCRIPTION FOR THE COUNCIL APPOINTED AUDITOR POSITION
WHEREAS, the Agawam City Council recently reviewed and updated the job description
for the Council appointed position of Auditor;
WHEREAS, the Agawam City Council added a new section to the Auditor job description
entitled Communication Protocol with City Council to enhance and improve communication
between the Auditor and the City Council regarding the finances of the town;
WHEREAS, the Agawam City Council also updated the Primary Responsibilities and
Essential Functions portion of the job description for the Council appointed position of Auditor;
WHEREAS, it is in the best interest of the Town of Agawam to approve the updated job
description for the Council appointed position of Auditor; and
NOW THEREFORE, BE IT RESOLVED that the Agawam City Council hereby approves the
attached job description for the Council appointed position of Auditor.
Dated this clay of _ . _ 2015.
PER ORDER OF THE AGAWAM CITY COUNCIL
Christopher C.Johnson, President,Agawam City Council
APPROVED AS TO FORM AND LEGALITY
Vincent Gioscia, City Solicitor
c �
J
AUDITOR
PRIMARY RESPONSIBILITIES
Appointed by the City Council and responsible for formulating policies, plans and procedures
for municipal audit and accounting procedures; ensuring accuracy and efficiency of municipal
and departmental accounting systems; assisting in the preparation of annual budgets; assisting
the City Council on municipal financial affairs; and creating short and long term goals and
objectives. Works under the policy direction of the City Council and in accordance with
administrative policies of the Mayor, and in accordance with the town charter, ordinances and
other statutory requirements.
ESSENTIAL FUNCTIONS
(The essential functions or duties listed below are intended only as illustrations of the various
types of work that may be performed. The omission of specific statements of duties does not
exclude them from the position if the work is similar, related or a logical assignment to the
position)
• Responsible for municipal accounting functions of the Town, including the maintenance
of all financial records to ensure compliance with federal, state and local laws and
regulations.
• Ensure the integrity of the financial data by instituting proper internal controls, ensure
that no claim or request for payment against the city is fraudulent, unlawful or excessive
in accordance with Massachusetts General Laws.
• Responsible for the accuracy of all financial records from the General Ledger and
subsidiary ledgers and monthly reports. Prepare or review more complex accounting
regulations and entries such as tax recap sheet, certification of Free Cash, etc.
• Responsible for controlling the expenditures of Town subsidiary and control accounts,
school grants and revolving accounts, ensuring compliance with the authority to spend.
Responsible for accounts payable and payroll warrants, including the review and
approval of all payments made by the town.
• Review all departmental expenditures and unexpended balances, and such other
internal statistical and financial reports as required.
• Compile and, submit accounting reports required by state, federal and municipal
ordinances. Prepare annual financial statements for the outside auditors. Prepare
annual report indicating annual financial transactions and financial position of the town
at the close of each fiscal year.
• Manage the office of the Auditor, supervise and train auditor department staff
responsible for accounting and bookkeeping. Assist in the selection, evaluation and
discipline of staff in accordance with town and department policies and procedures.
1
• Prepare and monitor Auditor Department's budget.
• Provide accounting information and assistance to the general public and to employees.
• Monitor the expenditure of all town funds by overseeing the examination of all
departmental accounts payable and payroll vouchers for accuracy and availability of
funds before approving payment by the Town Treasurer, supervise the preparation of
warrants for payroll and accounts payable for signature by the Mayor; oversee payment
of employee benefits including health and life insurance and the maintenance of
associated records.
• Prepare monthly reports of appropriation and expenditure balances and other financial
analyses for the City Council and other town departments, boards and committees;
advise officials as to legality and propriety of expenditures; maintain copies of all
municipal contracts entered into by the town and review compliance with applicable
procurement and bidding requirements.
• Assist the City Council in the review of the Mayor's proposed fiscal year operating and
capital improvement budgets, prepare and present to the City Council a complete
financial analysis of the revenue and expenditure outlook for the fiscal year budget
under review.
• Supervise preparation of payroll warrants to assure timely distribution of paychecks and
financial reports.
• Maintain a complete set of financial records for all town accounts, appropriations, debts
and contracts.
• Maintains the general ledger and subsidiary ledgers in accordance with the MUNIS
accounting system, reconcile general ledger cash balances monthly with Treasurer,
conduct an annual audit of the Treasurer's cash, including all trustee accounts; assist in
state and outside audits as required.
• Compile and submit required state and federal year-end comprehensive financial
statements including Schedule A for the MA Department of Revenue.
• Conduct periodic internal operational and financial audits to assure-compliance with
state statutes and sound financial management practices. Work with outside auditors
during the annual audit of town funds and expenditures.
• Attend evening meetings as requested by the City Council and perform other related
tasks as required.
1
REQUIRED KNOWLEDGE,ABILITIES AND SKILLS
Thorough knowledge of the principles and practices of Municipal Accounting and of the
applicable provisions of state and federal laws. Ability to analyze and interpret financial data
and to present findings clearly and concisely in writing and in oral presentations. Ability to
supervise subordinates in an efficient manner and to establish and maintain harmonious
relationships with town officials and state agencies. Thorough knowledge of PC-based
computer software including databases, spreadsheets and financial packages; MUNIS
experience preferred. Experience with computer networks also preferred.
REQUIRED EDUCATION AND EXPERIENCE
Bachelor's Degree in Accounting, Finance, Public Administration or Business Administration and
3-5 years of experience in Accounting or Financial Management; experience in Municipal
Accounting in Massachusetts preferred with Town Accountant/Auditor Certification or any
equivalent combination of education and experience. Licensure as a CPA would be a plus.
COMMUNICATION PROTOCOL WITH CITY COUNCIL
I. Prepare monthly reports of appropriation and expenditure balances and other financial
analyses, as requested, for the City Council.
2. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes an expenditure which is out of the
ordinary the Auditor shall forthwith communicate that expenditure to the Council
Administrative Assistant for communication to the full council. An expenditure which is out of
the ordinary is an expenditure which is not generally made in the normal course of the
operation of the town.
3. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll. vouchers for
.accuracy and availability of funds, the Auditor observes a requested expenditure which raises
reasonable questions regarding the appropriateness of funding said requested expenditure
from the approved appropriation, the Auditor shall forthwith communicate that requested
expenditure to the Council Administrative Assistant for communication to the full council. The
Auditor shall refuse to process said expenditure until after consultation with the Council
President (or the Council Vice President in the absence of the Council President). As a result of
said consultation, the Council President (or the Council Vice President in the absence of the
Council President) may (i) recommend approval of the requested expenditure; (ii) recommend
obtaining a legal opinion from the City Solicitor prior to approving the requested expenditure;
(iii) recommend. consultation with the appropriate staff at the Commonwealth of
Massachusetts prior to approving the requested expenditure; or (iv) recommend rejection of
the requested expenditure. The Council President (or the Council Vice President in the absence
of the Council President)shall endeavor to act quickly so as to not slow the orderly operation of
town business and shall communicate their decision to the Auditor with copy to the full Council.
4. If during the process of monitoring the expenditure of all town/school funds by
overseeing the examination of all departmental accounts payable and payroll vouchers for
accuracy and availability of funds, the Auditor observes a requested expenditure which is
fraudulent, unlawful or excessive in accordance with Massachusetts General Laws the Auditor
shall forthwith communicate that expenditure to the Council Administrative Assistant for
communication to the full council.
(This job description does not constitute an employment agreement between the employer
and the employee and is subject to change by the City Council as the needs of the Council and
requirements of the position change).