Finance Division Director

Mission Statement
Section 4-03 of the Home Rule Charter of the City of Alexandria, charges the Director of Finance with the custody of city funds, integrity of financial statements, accounting systems, collections and disbursements of all monies, procurement of property, safeguarding of assets, computer operations and preparation of the annual budget.

Function Description
The Director of Finance manages and coordinates all fiscal activities for the city including: Accounting, Budgeting, Purchasing, Tax Collection, Utility Customer Service, Meter Reading, and Management Information Systems.
Responsibilities include: debt administration, cash management and investing, inventory and fixed asset control, internal control system, pension funds, coordinating the annual audit, bond sales and supervision of all division operations.
The Director of Finance also serves on the City of Alexandria Employees’ Retirement Board, the Firefighters’ Pension Board, the Policeman’s Pension Board and various committees as assigned or appointed.

Contact
Director of Finance
Phone: (318) 449-5032
Email Director of Finance

Accounting Department

Mission Statement
To ensure accurate and efficient accounting of all financial transactions incurred by the City of Alexandria so that complete and timely financial statements can be prepared.

Function Description
The Accounting Department is responsible for:
1. Processing Payroll, Accounts Payable, and Accounts Receivable.
2. Maintaining the General Ledger.
3. Accounting for fixed assets.
4. Monitoring cash and investments.
5. Establishing and monitoring internal controls.
6. Monitoring debt service, bond payments, and other long term liabilities.
7. Preparing the city’s financial statements in accordance with generally accepted accounting principles.
Additionally, the Accounting Department is responsible for the accounting and financial reporting of the Policemen’s and Firefighters’s Pension Funds.

Contact
Accounting Department
Phone: (318) 449-5039
Email Accounting

Budget Office

Mission Statement
To provide the Council, the Mayor, and the Citizens of Alexandria with accurate financial and budgetary information.
To provide information to the Council and the Mayor that will aid them in the decision making process.
To assist division and department heads with the administration of their individual budgets.
To assist the Director of Finance in the planning, directing and coordination of operations within the Finance Division.
To provide financial administration of contracts or grants entered into by the City of Alexandria.

Function Description
The Budget Department plans, coordinates, and organizes the preparation of the annual Operating and Five Year Capital Budget. Once adopted by the City Council, the department is responsible for overall administration of the Operating and Capital Budgets. The Budget Office oversees the printing of the final budget documents.
The Budget Office administrates the financial aspect of all City Capital Projects. Additionally, this office is responsible for the enforcement of budgetary policies, approves all budget changes, reviews financial fact sheets going to the City Council and ensures that all budget amendments adopted by the City Council are properly recorded and enforced.
The Budget Director assists in the supervision of the departments within the Financial Division.

Contact
Bugdet Office
Phone: (318) 449-5034
Email the Budget Office

Business Office

Mission Statement
To collect all revenues in a timely and efficient manner and provide customers with accurate, timely and courteous service.

Function Description
This department is a collection agency for all monies due the city. These collections include receipts from utility bills, property taxes, occupational licenses, paving, sewer, police, animal shelter, zoo, community development and other various departments within the city. Additionally, this department prepares and issues all occupational licenses and property tax.

Contact
Email the Business Office

Purchasing

Mission Statement
To purchase all property, supplies, materials and services for the City of Alexandria in accordance with applicable state laws, council policies, and administrative requirements.

Function Description
The Purchasing Department processes departmental requisitions, solicits and analyzes bids consistent with good purchasing policies and in accordance with applicable state law and council policy. Purchasing also manages the activities of the Print Shop, Central Warehouse, Electric Distribution Warehouse, and the Vehicle & Equipment Parts Department facilities. In addition, Purchasing Department maintains the records for the city’s fleet and handles all communications for city departments (i.e. pagers, mobile and portable radios, and cell phones).

Contact
Purchasing Department
Phone: (318) 441-6180
Email Purchasing

Customer Field Service

Mission Statement
To accurately read and record the data for all lights, gas and water meters billed by the City of Alexandria. To perform turn-ons, cut-offs, and reconnections in a timely, efficient and safe manner.

Function Description
The city’s meter readers record meter data for water, gas, and electric each day on individual utilicorders. The data is then downloaded directly into the city’s computer for the processing of billings. Service workers are responsible for the safe turn-on and cut-off of meters each day based on computer generated work orders based on customer service.

Contact
Email Customer Field Service

Utility Customer Service

Mission Statement
To provide utility customers with accurate billings and collections for electric, gas, water, wastewater, and sanitation services. Insure that customers receive accurate information on their accounts, and to provide customers inquiring about their accounts with prompt information and courteous service.

Function Description
The Customer Service Department is responsible for billing approximately 25,000 customers for electric, water, gas, wastewater, and sanitation services and also collecting revenues generated. Additionally, this department is responsible for new accounts, cut-off and disconnect procedures.

Contact
Email Utility Customer Service

Management Information Systems

Mission Statement
To provide departments with the most comprehensive, professional and state-of-the art Information System services. To service user departments and customers by developing and maintaining efficient, reliable and progressive data processing systems, computer applications, and networks.

Function Description
The activities of the Management Information Systems include the following:
1. Operations
2. Programming
3. Systems Analysis
4. Hardware Maintenance
5. System Education and Training
6. System Evaluation and Implementation
7. Telecommunications
8. Network Development & Maintenance

Contact
Email Management Information Systems

Print Shop

Mission Statement
To provide printing services for city departments in the most economical and efficient manner possible.

Function Description
The Print Shop Department handles the printing of city stationery, envelopes, and forms as needed, and works with various department on special projects such as financial reports, budgets, capital outlay, brochures, posters, banners, post cards, mail outs, certificates, name tags, invitations, programs, etc.
We also provide nameplates for desks and doors, rubber stamps and ink for stamps, graphic design work and typesetting.

Contact
Printing
Phone: (318) 441-6175
Email the Print Shop

Central Warehouse

Mission Statement
To store and distribute supplies, materials, and equipment required for city operations, and to provide for the maintenance and storage of city records.

Function Description
The warehouse receives, stores, disburses and properly records supplies, materials and equipments. The warehouse temporarily stores surplus equipment until disposal.

Contact
Central Warehouse
Phone: (318) 441-6174
Email Central Warehouse

Parts Warehouse

Mission Statement
To inventory and distribute vehicle and equipment parts and supplies for the Motor Pool, Sanitation, and Bus Departments.

Function Description
The Vehicle and Equipment Parts Department is housed within the Motor Pool repair facility building at the Consolidated Complex.
The department will implement new inventory procedures for the stocking and distribution of commonly used items for the repair and upkeep of the city’s fleet. Through precedent management, the Parts Department will strive to maintain an adequate inventory that will result in shorter “down times” for city vehicles, and ultimately giving better service to the citizens of Alexandria.

Contact
Parts Warehouse
Phone: (318) 441-6154
Email Parts Warehouse