Department Organization

In reality, the organizational chart is much flatter, with financial information flowing back and forth between all our employees.

Staff/FTE's Activities Performed

Presently there are 6.6 full time equivalent employees in the Finance Department. Their titles and respective duties are as follows:

DIRECTOR-Mike Heffernan (683-0622)

• Reviews and approves all bills
• Reviews and monitors purchases and risk management function
• Monitors Budget
• Monitors Cash and Fund Balances
• Prepares Budget
• Invests Money
• Handles bond sales, coordinate with bonding attorneys, etc
• Compiles information and writes Annual Report (CAFR)
• Provides Financial Information to City Administrator, Mayor and City Council
• Federal Grant Drawdowns (EDA/EPA/FAA)
• Vision Iowa Grant Drawdowns
• Chair Insurance Committee/Determine Funding Levels for Employee/Retiree
• Health Insurance/Complete Iowa Code Chapter 509A Filing

ACCOUNTANT-Kristi McDowell(683-0673)

• Maintains General Ledger
• Reconciles Bank (Main Checking Account)
• Prepares Monthly Financial Statements
• Prepares Annual Budgetary Report (State Auditor)
• Prepares Road Use Tax Report
• Prepares Detail Budget Work
• Compiles and Summarizes Budget for Publication/Certification
• Maintains Fixed Assets and Prepares Insurance Schedules
• Prepares Work Papers for Auditors and Provides Auditors Assistance
• Backup for Payroll and Cash Clerk
• Annual Debt Reporting – Treasurer of State
• Provides Assistance to Director

ACCOUNTS PAYABLE CLERK-Jenna Arnold(683-0624)

• Pays all Bills for the City of Ottumwa
• Makes timely payment so discounts are given
• Posts all Receipts from Clerks Office
• Bills Airport, Refuse, Landfill, Sewer and Housing Customers
• Reconciles Payroll Account
• Records Payroll Cash Transfer
• Posts Journal Vouchers and Closes Month
• Records Monthly Postage, Supplies and Xerox Usage
• Backups Entire Budget and Accounting System
• Installs Computer Software Upgrades
• Enters Budget on Accounting System

PURCHASING AGENT/RISK MANAGER-Mark Sims(683-0603)

• Maintains centralized purchasing/purchase order system
• Handles the bidding/purchasing responsibility
• Checks accuracy/legitimacy of invoices
• Manages and handles insurance claims
• Controls Fleets, Safety and Accident Reviews
• Maintains inventory records on City Equipment

PAYROLL CLERK-Julie McConnell(683-0617)

• Completes Payroll on a Bi-Weekly Basis
• Calculates Garnishments/Child Support Orders
• Completes Other Payroll Liabilities on Timely Basis
• Completes Payroll Tax Returns on Quarterly Basis
• Completes W-2’s at year end
• Makes Changes in Pay as Necessary and Accruals as Necessary
• Backup for Accounts Payable Clerk

SECRETERY-Mary Cook(683-0601)

• Reconciles Daily Deposits to Bank Deposits
• Reconciles Credit Card Deposits for The Beach and Golf Course
• Writes Receipts for Beach, Cemetery, Golf, Landfill, Library, Police, Property Taxes, all other Direct/Electronic Deposits
• Keeps track of NSF Checks/Cybrcollect Correspondence
• Provides Director with Cash Balance (Daily)
• Reconcile Golf Beverage Checking Account and Maintain Sufficient Balance
• Responsible for Transmission of ACH – Insurance and Sewer/Refuse Payments
• Type Correspondence/Staff Summaries, etc.
• Answers Telephone at City Hall
• Back up for Administration Secretary

Information Technology - Brady McFarland(683-0655)