3rd Floor, City Hall
201 E 5th St.
PO Box 3003
Gillette, WY 82717
Phone (307) 686-5230
Fax (307) 686-3298
Send an E-mail
Administrative Services Department
The Administrative Services Department serves both internal and external customers and is vital to the day-to-day operations of the City. There are seven main divisions within the department which include City Clerk (includes Print Shop), Facilities Maintenance (includes custodial), Geographical Information Systems (GIS), Information Technology (IT), Municipal Court, Sustainability and Vehicle Maintenance (Fleet). In addition, the department oversees the City’s Risk Management and insurance functions. Administrative Services produces a quarterly Newsletter [PDF] listing the accomplishments of each division.
The Department manages the property and liability insurance program for the City of Gillette. Any issues relating to claims against the City should be referred to the Administrative Services Department Administration office. Claim Form [PDF]
The Administrative Services Director serves as the City’s primary point of contact for insurance management and tracking of both property and liability claims. The City has their Property and Liability coverage through WARM (Wyoming Association of Risk Management), a self-funded pool. Both pools hold quarterly meetings and the Director serves as the authorized voting member for the City of Gillette.
WARM Liability Pool Report
WARM Property Pool Report
The Facilities Maintenance Division manages the maintenance and upkeep of City Hall, City West, as well as other City facilities. The division also includes the custodial staff that is responsible for cleaning City Hall, City West, Animal Control, Purchasing/Warehouse as well as the Wastewater facility. During the winter months, snow removal for City Hall sidewalks is also provided by the Facilities Maintenance Manager.
The City Clerk's office is responsible for recording the proceedings of the City Council, maintaining custody of minutes, ordinances, resolutions, and issuing permits and licenses. The division staff includes City Clerk and Print Shop. The City Code Book is maintained by the City Clerk.
The Print Shop is also overseen by the City Clerk. The Print Shop provides layout and design work for City brochures, forms, booklets, etc., and handles mass printing and distribution services. In addition, the Print Shop is the centralized location for the receiving and distribution of mail.
Geographical Information Systems The GIS Division has been given the responsibility to create, maintain, and ensure the integrity of all mapping products. They maintain more than 300 Gigabytes of maps and data pertaining to nearly every aspect of City operations. The GIS Division provides support and training in several mapping applications. In addition to City staff, GIS also provides information to the citizens including Engineers, Consultants, Developers, and Realtors. GIS also oversees all GPS (Global Positioning System) data collection and equipment maintenance. City Online Map
Information Technology Services
The IT Division provides all encompassing technical support services to all City departments and divisions. Supported hardware includes everything from computers, printers, scanners, to palm pilots and more than 700 pieces of technology equipment. The software supported ranges from operating systems such as windows to applications including office products, security systems, and division specific programs. The staff also provides regular training session on a wide variety of software. One of their most critical functions is the management of the City’s networks. They also oversee the City’s fiber and mobile technology networks.
The Clerk of Court/Judicial Manager handles the administrative duties for City Court. This office tracks officer’s tickets from issuance to final disposition including arraignments, trials, and payments due. Contested cases are immediately forwarded to the City Attorney with a trial date. The two municipal judges are appointed annually by the City Council.
The Clerk of Court/Judicial Manager also oversees two Municipal Court Probations Officers and two Municipal Court Diversion Officers, who are currently housed at the Courthouse.
This division works with other City departments and many of its divisions to promote internal efficiencies and waste reduction. Areas of focus include energy and water efficiency and waste diversion through recycling, composting, and reuse. Internal touch points include GIS for mapping strategies to manage water conservation and yard waste programs, Building Inspection to promote building energy codes, and Wastewater to support the food waste composting pilot.
Sustainability is also responsible for working with the public to promote a variety of programs and rebate opportunities. Programs include recycling, yard waste, eliminating junk mail, and water efficient irrigation. Rebates offered include Home Energy Audits, Home Irrigation Audits, water efficient spray nozzles, and toilet replacement.
In addition, Sustainability is responsible for managing Keep Gillette Beautiful (KGB) and its associated events. The annual Coal Country Trash-a-Thon community cleanup is one example of a KGB event organized and managed by Sustainability.
Vehicle Maintenance (Fleet)
The City's ASE-certified technicians maintain a fleet of 250 vehicles, including patrol cars, street sweepers, snow plows, front end loaders, backhoes, bucket trucks and more, as well as more than 281 pieces of small equipment.
The division is automated which allows for preventive maintenance scheduling, maintenance requests, work order history, vehicle and equipment costs, parts inventory and replacement analysis.
The Fleet Manager also manages the City’s overall vehicle depreciation and replacement program. In addition, the Fire Department’s replacement program is managed here as well.
City of Gillette Property/Liability Insurance Coverage Information [PDF]
File A Claim Against The City [PDF]