Go To Search
Operating Statistics
2012 Statistical Summary

In order to efficiently discharge the statutory responsibilities outlined in the County Code the controller has organized the office into several distinct departments, each having a specific mission. Each department is listed below along with a brief summary outlining the thrust of each area.
 
Accounts Payable is responsible for processing all non-payroll expenditures of the county. During 2012, a total of 25,337 checks along with 5,843 ACH transactions were produced to honor 47,253 invoices submitted to our office. The financial impact of these transactions totaled $287,147,682.
 
Contract Compliance helps fulfill the controller’s responsibility of maintaining original contracts to which the county is a party. More importantly, this department (which is a sub-department of Accounts Payable) processes all requests for payments under a contract and monitors for compliance with all contractual provisions. During 2012, the department oversaw the execution and subsequent activity of over 1,000 open contracts totaling over $300 million in aggregate county commitments.  During 2012, 1,683 documents comprised of 46,711 pages were scanned and indexed. These documents were primarily contracts but also included financial reports, accounts payable documents, audits, and meeting minutes.
 
General Ledger is the foundation of the county’s accounting system, responsible for the “nuts & bolts” accounting issues, coordinating the work of external auditors, consulting with the County Treasurer and the Department of Financial Administration on a daily basis and coordinating the county’s financial reporting efforts. Financial reporting is an increasingly important aspect of the General Ledger department in that reporting is a primary mode in which public officials demonstrate their accountability to the electorate. The department processed over 9,225 journals containing 301,725 journal entries relating to 2012 activity.
 
Internal Audit performs audits & reviews of county accounts, agencies and activities in accordance with Government Auditing Standards as issued by the Comptroller General of the United States. During 2012, sixty-six (66) audits or reviews were completed. Of these 66 audits, the majority are statutory audits, including 17 district judge audits and 34 tax collector audits and 6 row office audits. In addition to the 66 audit or reviews 36 other projects were completed in 2012 resulting in 102 total.
 
Our audit approach serves to strengthen the overall system of internal controls in the areas that are audited as well as areas that are subject to audit.
 
Payroll is responsible for compensating approximately 2,000 full-time and part-time employees of the county. During 2012, 52,161 payroll checks (or direct deposit transactions) were processed covering total gross wages of $79,989,966. Approximately 88% of county employees received their bi-weekly pay through direct deposit. Payroll works in conjunction with the Department of Human Resources on a daily basis.
 
Retirement is responsible for the maintenance of the employee retirement system. In addition to preparing 11,603 retiree payments totaling $18,021,960 for 989 retirees, the retirement department maintains the member contributions to the retirement fund, which totaled over $7.5 million dollars during 2012. An often-overlooked element of retirement administration is the time spent counseling potential retirees on their retirement options as well as helping retirement beneficiaries sort through death benefits and survivors' benefits. Finally, the Retirement Department continued to distribute pension benefit statements to all members who were eligible to vest.
 
Bid Administration works with the Solicitor and Chief Clerk to conduct the sealed bid process of the procurement function as mandated by the County Code. During 2012 our office processed forty-six (46) sealed bids. We also continued to actively promote the online registration feature of our website, encouraging vendors to select email as the preferred mode of notification for upcoming bids. Online registration enables vendors to select the categories of bids of interest to them. Our goal is to foster fair competition among vendors which should ultimately result in the procurement of higher quality goods & services at a lower cost to Westmoreland County taxpayers. 
 
Virtual Controller's Office refers to the maintenance of an interactive and informative website. Among the very first departments of the county to present substantive content on the internet, the Controller's Office has consistently ranked as an often utilized county site in terms of web "hits" to the site. Currently, the majority of interest in the Controller's site is focused on the Bid Information System which strives to notify as many interested vendors as possible of upcoming competitive bids for goods and services. The website includes public access to all county contracts. The controller's office is continually researching new strategies to make processes more efficient, more "paperless", and more accessible to the public at large. The controller's office is proud to present a new and improved Bid Management System as part of the roll out of the new county website. We look forward to enhancing our outreach to vendors in the hopes of promoting greater competition for the opportunity to provide the county with the many goods and services it needs to carry out its mission.