City of Bel Aire

City of Bel Aire

Finance Department

The Finance Department is staffed by a full-time Finance Director, a full-time Treasurer, and a part-time Accounting Technician. The Finance Director reports directly to the City Manager.

Under the direction of the City Manager, the Finance Director is responsible for all financial matters for the City of Bel Aire. This position plans and directs activities related to internal auditing, budgeting, purchasing, expenditures, and revenues. The Finance Director performs cost control activities, financial forecasting, monitors revenue, fund balances, and expenditures to assure sound fiscal control. The Finance Director prepares, evaluates and reviews financial reports and statements for the City Manager and provides budget information and recommendations to City Departments.

Responsibilities of the Finance Director include:

• Advises the City Manager and City Council on all fiscal matters of the City
• Oversees purchasing
• Works with Auditors to develop and implement generally accepted accounting principles (GAAP)
• Assists co-workers in performing duties and adjusting errors
• Recommends and assists with the creation of financial policies and procedures
• Assists with citizen concerns related to City finances and acts as a conduit of financial information
• Prepares monthly revenue, expense, and cash statements
• Works with the State Treasurer and City banks to coordinate bond payment
• Ensures bond payments are made in a  timely manner from appropriate accounts
• Disseminates financial information to various lending and oversight agencies
• Works with software provider to ensure accurate tracking of revenue and expenses
• Conducts research to evaluate cost-saving opportunities for the City
• Prepares reports to summarize findings for the City Manager
• Attends seminars and workshops related to financial duties and responsibilities
• Works with Bond Counsel and Financial Advisors
• Gathers information for abitrage and continuing disclosure calculations
• Assists with special projects, tracking of finances and balances
• Tracks temporary note proceeds and expenditures
• Works with City boards as assigned or necessary
• Serves as Chair of Health and Wellness committee to evaluate health insurance options
• Assists with grant writing
• Performs other related duties as deemed necessary or assigned by the City Manager

The Finance Director for the City of Bel Aire is Michelle Henderson. She can be reached by calling (316) 744-2451 Ext . 220 or via e-mail at mmeyer@belaireks.gov.

City Treasurer

The Treasurer is responsible for reconciling all bank statements and maintaining the City's books by posting revenue and expenses. The Treasurer prepares quarterly financial reports for publication and other reports as requested by the Finance Director. The Treasurer supervises and serves as back up for Accounts Payable, provides coding for the Accounting Technician, and reviews appropriations for accuracy. The Treasurer processes approved purchase order requests and supply orders, establishes new vendors in the system, and ensures vendor tax information is on file. All aspects of City purchasing cards are managed by this position. The Treasurer ensures adminisrative and financial aspects of the City of Bel Aire governmental functions are accomplished in an efficient, productive and lawful manner. The Treasurer reports directly to the Finance Director.

Responsibilities of the Treasurer include:

• Supervise Accounts Payable
• Provide coding for Accounting Technician
• Verify existence and accuracy of purchase orders
• Review appropriations for accuracy
• Backup Accounting Technician appropriations Preparation & invoice payment
• Process approved purchase order requests
• Establish new vendors in software setup
• Maintain Purchasing Card records
• Reconcile statements each month
• Adjust credit limits
• Obtain new cards
• Coordinate cancellation or destruction of old cards
• Reconcile Bank Statements monthly
• Checking account at Chisholm Trail State Bank
• Escrow Account at Southwest National Bank
• Four accounts at Municipal Investment Pool
• Maintain the City's books by posting revenue and expenses through General Ledger and Bank Reconciliation software
• Tax revenue distributions from Sedgwick County Treasurer's Office and the State of Kansas Treasurer's Office
• Expenses such as the bond payments
• Redistribution of Water/Sewer revenue on a monthly basis
• Monthly redistribution of postage expenses to departments
• Prepare reports
• Run cash reports on a daily basis
• Prepare quarterly financial reports for publication
• Prepare Clean Water/Water Protection information for the Kansas Department of Revenue
• Provide other financial reports as requested by the Finance Director
• Invoice Willowbend for water usage
• Process approved supply orders
• Ensure accurate vendor tax data is on file throughout the year
• Provide 1099's to vendors who qualify
• Provide data to auditors as requested
• Perform any other tasks as directed by the Finance Director

The Treasurer for the City of Bel Aire is Ms. Chris Yoho.

Accounting Technician

The Accounting Technician is responsible for Accounts Payable and front desk support. Duties of the Accounting Technician include entering invoices, updating purchase orders, and ensuring all bills are paid in a timely manner. The Accounting Technician compiles the appropriations ordinances for the City Council and processes/mails payments. The Accounting Technician assists the Treasurer with vendor maintenance an dsupply orders and tracks various costs each month. This position performs the billing for Police Department false alarms and assists with court and utility payments as well as building permits and licensing. Other duties are performed  at the request of the Finance Director or the Treasurer. The Accounting Technician reports directly to the Treasurer.

Responsibilities of the Accounting Technician:

• Accounts Payable
• Enter invoices
• Update purchase orders
• Organize corresponding AP and PO journals
• Ensure all bills are paid in a timely manner
• Process/mail checks for payment
• Scan invoices into Laserfiche
• Compile the appropriation ordinance for the City Council
• Vendor maintenance
• Set up new vendors
• Ensure W-9's are on file and the City's sales-tax exemption certificate has been sent to them
• Track various costs each month
• Verizon cell phone charges
• Police fuel logs/maintenance
• Bill for Police Department false alarms
• Order office supplies
• Organizing the supply area
• Provide support to the Finance Director and Treasurer in whatever projects or tasks they may need assistance with
• Provide Front Desk support
• Answer and direct phone calls
• Assist with court and utility payments
• Assist with building permits and licensing

The Accounting Technician for the City of Bel Aire is Ms. Stacey Cook.