Financial Administrative Services & Technical Assistance

Municipalities benefit from shared financial services and better record-keeping, cloud based applications and data security, and “time sharing” of staff expertise through the QVCOG Financial Administration and Technical Assistance program.

This program provides administrative assistance in support of the municipality’s efforts to provide efficient and effective services to its taxpayers and citizens.  It is based on the expectation that the local government’s commitment to improving its governance is ongoing and benefits from continuous support provided by Quaker Valley Council of Governments.
The support is rooted in the following principles:

• Elected officials can and should be responsible for the financial wherewithal of the community
• Public assets are unique in the degree to which they must be secure and well accounted
• Policy-making requires high quality information and the organization’s core recordkeeping system, the financial system, should support and advance a sound public making policy process

Consistent with these principles, the Quaker Valley Council of Governments provides services and advice beyond transactions.  As such, pricing is based upon the hourly rate for all services, inclusive.

1.  Administrative support including the monthly processing of accounts payable, user access to financial system, preparation of monthly reports including statement of revenues and expenditures, balance sheet and list of bills, monthly bank reconciliations and  journal entries and general ledger maintenance 
2. Managerial support including the  design of the chart of accounts and fund structure, assure online access to reports on-demand and 24/7, automated weekly balance sheet delivered via email to key personnel. Establish and execute fraud avoidance system, and segregation of duties.
3. Technical Assistance and education on financial management, internal controls, budgeting and capital improvement planning.

For more information or to request a proposal or demonstration, please contact Susan Hockenberry, Executive Director at 412.766.7460.

Importance of Internal Controls and Segregation of Duties

A core principle of the QVCOG Financial Administrative Services program is it supports strong internal controls and provides segregation of duties.  This is particularly critical in small municipal operations where the Manager or Secretary is responsible for a variety of duties.    What are the principles of Internal Controls that inform this program?  Here are some valuable resources for municipal officials wanting to better understand why this is important:

American Institute of Certified Public Accountants -  10 Things You Should Know About Internal Controls 
In this 2013 webcast, advice is given for all organizations, public and private, on the important features of Internal Controls. 

Government Finance Officers Association -  Recommended Revenue Control Policy
Part of a series of recommended practices, this recommended revenue control policy outlines the steps to avoid risks of one individual having sole access to the flow of funds from receipt to expenditure.   Government Finance Officers Association is the national association of professional government finance officers.  

Local Government Academy - Fraud Overview and Prevention.
​In this 30-minute webinar, an expert presentation is made about the risk of fraud and steps that should be taken to avoid it.  You will create a LGA Online account to access this webinar.