Major Karl Kleeberg
- Section Commander
The Administration
Section operates as the support function of the Division,
providing services such as: effecting and implementing policy
and procedure; acquisition, maintenance and replacement of
transportation and facilities; accountability, coordination
and distribution of fixed assets; the procurement of all commodities
required to operate the Division; and the formulation of the
annual budget.
The Administration Section offers services through the following
Bureaus: (select Bureau for more info)
Fleet Management Office
Responsible for the acquisition, maintenance, repair, outfitting,
and overall management of the State Police fleet. The entire
fleet is maintained at nine garage facilities.
Annually, the State Police fleet will travel approximately
44 million miles, 13,000 regular inspections will be performed,
and 5000 emergency repairs will be addressed. Vehicles in
the fleet include marked, investigative, maintenance and utility.
The technical staff of the unit continually researches the
updating of vehicles and equipment specifications, reviews
operational procedures and practices, and tests and evaluates
assorted vehicle components and equipment.
The unit assists other municipalities and police departments
with their fleet management needs by fulfilling their requests
for advice and recommendations.
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Budget
Operations Bureau
The Budget Operations Bureau coordinates the efforts of the Budget Development Unit and
the Budget Liaison Unit to formulate the annual budget requirements
for the Division of State Police and to act as liaison with
the Office of the Attorney General, other agencies within
the Department of Law & Public Safety, and the Office of Legislative
Services.
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Budget Development Unit
Ensures the budget is in compliance with the Division's
short and long range plans. Coordinates all budget related
documents emanating from the Division. Monitors and reviews
all budget related expenditures and the Division's disbursement
plan.
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Budget Liaison Unit
Provides budget coordination and liaison with the Office
of the Attorney General, other agencies within the Department
of Law and Public Safety, and the Office of Legislative Services.
Prepares cost analysis for proposed expansion and new initiatives
developed for the Division by the Superintendent. Reviews
fiscal cost analysis for proposed legislative initiative prepared
by other Division entities. Drafts correspondence and responds
to administrative inquiries.
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Fiscal
Control Bureau
The Fiscal Control Bureau oversees
the expenditure of funds. During the continuing years of budgetary
reductions and dwindling resources, the Bureau implemented
innovative adjustments to maximize thrift. These adjustments
necessitated an exact monitoring of all Division programs
to ensure all expenditures were absolutely necessary and in
conformance with the Division spending plan.
The Bureau consists of five units.
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Accounting Unit
The Accounting Unit prepares, processes, records and files
various type of fiscal documents, including revenue receipts
and bank deposits, inputing these documents to the state's
automated financial system. They also bill other state agencies
for goods and services provided by the State Police.
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Budget and Allocation Unit
Responsible for evaluating the fiscal policy compliance of
the various Sections of the Division. The unit inputs data
to the analytical unit, which is critical to the completion
of accurate and reliable Division spending plan.
Prepares the quarterly and annual spending plans. These reports
are the essence of the "state of the budget" and
are used to analyze the fiscal requirements and the availability
of funds to meet them. These reports help management effectively
utilize the annual appropriated dollars.
The unit also utilizes the Treasury FOCUS System to access
fiscal information regarding the salaries and compensation
of its employees. The unit prepares detailed cost estimates
for billings and management of the State Police budget.
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Central Purchasing Unit
Oversees the centralized procurement process of all commodities
required by the State Police to complete its mission.
The unit is directly responsible for the handling and processing
of public utilities, office furniture, police equipment and
supplies, photocopiers, office, medical and janitorial supplies.
The unit maintains the files of state contract awards, verifies
and approves all methods of procurement. They process and
audit Division invoices and obligations for payment and constantly
monitor account balances to identify shortages and surpluses
of funds.
Additionally, they record and process all Division bid proposals
forwarded to prospective bidders. The unit processes the Waiver
of Advertising packages that are submitted to the Office of
the Attorney General for approval.
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Payroll Unit
Responsible for preparing supplemental payrolls for all enlisted
and civilian employees, as well as ensuring the proper distribution
of their checks. This unit also processes all overtime payments
and is responsible for maintaining the timekeeping records
of civilian employees. This unit annually cooridinates and
processes shift differential payments for troopers and noncommissioned
officers.
This unit is also responsible for processing employment verifications;
processing pension enrollments, transfers and buy back forms;
preparing payroll certifications for retirees; processing
pension loan deductions forms, placing employees on leaves
of absences; and coordinating all back pay awards. Oversees
vision care program and processes all claims for contractual
reimbursement.
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Revenue Unit
Info coming soon...
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Planning
& Logistical Support Bureau
The Planning
& Logistical Support Bureau coordinates the
efforts of the Policy and Procedures Unit, Research and Development
Unit, and Legislation Coordination Unit to analyze and
evaluate information and assist other entities of the
Division in developing directives, operational plans,
new techniques, and ideas for improving the Division's
operations.
The Bureau is responsible
for providing management of the logistical support as required
by the Division of State Police in everyday operations and
during civil disturbances and emergencies. This responsibility
encompasses maintenance of facilities and equipment, preparation
of the capital budget, space planning, fleet management,
purchasing of supplies and equipment, property control,
warehousing and printing for the Division.
The Planning & Logistical Support Bureau Chief is designated
as the Division's Legislative Liaison to the Office of the
Attorney General on legislative matters.
The Bureau consists of seven units.
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Research and Development Unit
The unit assists other Division entities and law enforcement
agencies in conducting research of law enforcement related
issues and develops implementation strategies for various
initiatives, i.e. patrol scheduling, patrol procedures, resource
allocation.
The unit conducts surveys and garners data concerning law
enforcement trends affecting the Division and its memebers.
In addition, the unit responds to inquiries and questionnaires
from various law enforcement agencies.
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Legislation Coordination Unit
The unit reviews all legislative bills and court decisions
which pertain to the Division; solicits comments from all
effected Division entities concerning legislative bills; and
coordinates the comments, analysis and testimony of Division
members in response to proposed legislation.
The unit serves as coordinator between the Division and the
Office of Administrative Law in the promulgation of rules
and regulations which effect the Division and the general
public.
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Policy and Procedures Unit
The unit is responsible for servicing, coordinating, controlling,
and archiving the Division's Standing Operating Procedures,
Operations Instructions, and Operation Orders. Unit members
assist all Division entities with the development and codificatino
of internal policies.
The unit produces and updates the Division's Table of Organization
and administers the assignment and distribution of unit code
identification numbers.
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Facility and Building Maintenance
Unit
Responsible for the management of 110 state-owned or leased
facilities, utilized by the Division statewide.
The primary mission is to provide facilities for Division
operations that meet today's rigid standards for safe, functional,
economical, and comfortable workplace environments.
The unit strives to meet the changing needs of the Division
by constructing or leasing new facilities, maintaining and
renovating existing facilities, and ensuring that all facilities
are in compliance with regulatory and American with Disabilities
Act standards. This unit also is in compliance with gender
equality standards set by the OAG.
Assesses the Division's future capital needs and prepares
the annual capital budget request which is submitted to the
Attorney General's Office. The unit serves as the Division's
liaison during the presentation of the Department's capital
budget request to the Capital Commission. The overall management
of capital appropriations, capital construction projects,
and planned renovation projects for the Division of State
Police are coordinated through this unit.
The unit evaluates all space needs throughout the Division
of State Police. Work space is then allocated and work areas
designed with the goal of creating more efficient and productive
office environments. This is accomplished by locating new
space within the state or re-evaluating existing work areas
and then assisting in the development of new construction
projects to retrofit that space.
Additionally, the unit works closely with the Attorney General's
Office and the Treasury Department's Bureau of Property Management
to coordinate lease renewals.
Responsible for the repairs, renovations and overall maintenance,
both preventative and emergency, for all facilities owned
by the Division of State Police.
Additionally, the unit is responsible for coordinating repairs
at leased facilities that are approved by the Treasury Department.
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Printing & Graphic Arts Unit
Responsible for all high speed copying and offset printing,
as well as designing graphic materials for reproduction for
the Division of State Police and other divisions within the
Department of Law and Public Safety.
Annually, the unit receives approximately 2200 requests for
printing and graphic materials and produces approximately
17 million forms, brochures, manuals, and reports.
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Warehouse & Asset Control Unit
Responsible for the receiving, warehousing, issuance and
inventory of civilian and police uniforms, weapons and police
equipment, ammunition, targets and stanchions, radio electronic
maintenance equipment, vehicle engines and tires, boat engines
and oil, Printing Unit paper supply and pre-printed State
Police forms, summonses and warnings, road flares, lab supplies,
computers and related equipment, janitorial and office supplies,
video tapes and related audio/visual equipment, medical supplies,
office machines and miscellaneous supplies from various bureaus
and units.
The unit is responsible for keeping abreast of technological
advancements involving police uniforms and equipment, outfitting
State Police classes, the repair of certain equipment, debit/credit
reports concerning uniforms and equipment, complaints against
vendors, and coordinating inmate labor details for the Division.
Resignations, dismissals and retirements are processed concerning
the surrendering of uniforms, equipment, weapon, identifications
and badges. Responsible for the ordering and issuance of retirement
identifications, badges and wallets.
Responsible for the issuance of surplus police equipment to
other state, county and municipal agencies. Ensure proper
levels of police equipment at each Troop Headquarters in case
of an emergency or civil disorder. The engraving of uniform
name tags (A & B) and State Governmental Security Bureau name
tags.
The unit maintains a computerized inventory on uniforms, police
equipment, radio electronic maintenance equipment, lab supplies,
Printing Unit paper and forms, and weapons, handcuffs, and
body armor by serial number.
Responsible for ensuring the Division's compliance with state
statutes and Department directives which promulgate accountability
and reporting requirements for all fixed assets. The unit
fulfills the requirements by annually updating the Division's
fixed asset system by maintaining proper records and data
entry of all receiving, transfer and disposal reports submitted
by each unit. Collects surplus property and makes it available
for distribution, transfer or sale and collecting and selling
salvage/scrap property.
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Mail Distribution Office
Collect, distribute, and move all types of mail throughout
the Division and the U.S. Postal Service.
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Grants
Administration Bureau
The Grants Administration Bureau is the advisor to the Commanding Officer and the Branch Commander of the Administration Branch on all grant matters for the Division and serves as the point of contact for all grants and outside funding sources to the Attorney General’s office on behalf of the Superintendent. The Bureau is comprised of the following units:
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Grants Program Management Unit
The Grants Program Management Unit reviews and processes all grants, agreements, memoranda of understanding (MOUs), or any lawfully binding contract that requires the Division of State Police to provide services and/or receive goods and services from an outside entity. The unit provides direct technical assistance to section, bureau and unit personnel to facilitate the development of grant applications, purchases, financial reporting and closeouts while promoting responsible organizational governance.
The unit is a central repository for all records and data on all outside source funding opportunities and the primary point of contact for all grants, agreements, MOUs, et al. to the Office of the Attorney General.
The Program Managers research and identify outside funding sources and develop applications or proposals that are Division priorities when a specific office of primary interest is not identifiable.
The program managers act as liaisons with the Attorney General and Division to ensure compliance of programmatic reporting and stated goals and objectives from the outside funding source and interact with non-profit agencies, federal, state, regional and local government officials and agencies, and community leaders.
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Grants Accounting Unit
The Grants Accounting Unit provides direct oversight on all funding appropriations to ensure purchases are conducted within accepted accounting principles, Treasury regulations and circulars, and grant guidelines. They ensure expenditures are eligible based upon grant agreements and budgetary constraints and coordinate the disbursement of funds and preparation of the related fiscal reports. They review and approve authorized grant expenditures and monitor outside source appropriations to ensure that funds are adequately expended and accurately recorded within the grant period.
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Grants Development and Compliance Unit
The Grants Development and Compliance Unit provides review of federal websites to identify potential funding sources for DSP initiatives and assists bureaus and units with grant applications and submission processes. They develop and conduct grant training programs for division personnel assigned as project directors, participants and other representatives of bureaus and units. The Unit will develop standard programmatic and fiscal compliance procedures for all grants based upon the conditions of the grantor agencies for use by all program managers with their respective grant programs. They will ensure that grant recipient units and programs are efficiently and effectively implemented in accordance with current law and Division policy.
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