Donna Jones

Operations Management

• Attends Commission meetings and work sessions and take minutes.
• Reviews Commission correspondence and provides copies to Commissioners as needed.
• Maintains records, record minutes and completes other Commission correspondence as required.
• Consults with County Attorney as needed regarding personnel matters, pending lawsuits, land purchases, etc.
• Researches legislative acts, Attorney General Opinions and maintains familiarity with Code of Alabama.
• Assists Commission in developing County Resolutions.
• Determines personnel needs, cash requirements, accounting procedures and budgets for building projects.
• Prepares informational correspondence to citizens and governmental agencies.
• Promotes good public relations by assisting public with problems, concerns and requests.
• Presents budget to Commission for consideration.
• Maintains current insurance coverage for County property.
• Works with contractors, architects and other professionals on capital projects; coordinates payment.
• File for reimbursement of election expenses.
• Assists with Human Resource functions as needed and handle sensitive information in a confidential manner.

Office Management

• Assigns and reviews work of Commission staff.
• Prepares variety of reports for submission to federal, state, and other agencies.
• Assists Examiner of Public Accounts with County audits.
• Oversees purchase order activities, accounts payable and accounts receivables.
• Conducts interviews with applicants for vacant positions in Commission Office.
• Supervises maintenance of payroll/benefit financial records.
• Ensures maintenance of inventory records of County property.
• Ensures compliance with State Competitive Bid Law.
• Oversees filing of claims with self-insured fund and maintains records of claims filed against County.
• Receives and responds to Department Heads' requests and concerns.

Financial Management

• Works to ensure all budget matters enacted by Commission are implemented and that all State and Federal regulations are met.
• Maintains financial records for County.
• Ensures invoices and purchase orders are processed in accordance with State laws and acceptable practices.
• Responsible for receipting and depositing of all County funds into correct fund account.
• Oversees compilation of budget requests for consideration by Commission during annual budget preparation.
• Maintains accountability of revenues and expenditures.
• Receives yearly budget requests from each department and appropriations request from outside agencies; notifies Department Heads of budget hearing dates.
• Ensures accounting practices as outlined in "Alabama County Finance Manual" are followed.
• Prepares all financial statements.
• Gathers appropriate information for bond issuance.
• Furnishes monthly reports to Commission, detailing expenditures and revenues to assist in preparing budget.
• Invests County funds into interest bearing accounts and secures financing for County loans.
• Transfer funds to various accounts as needed.
• Researches and determines best options regarding borrowing money.

• Provide administrative support to ensure efficient operation of office.
• Answers phone calls, schedules meetings and supports visitors.
• Types Commission Minutes, record when approved and insert in proper Commission Minutes Book
• Ensures operation of equipment by completing preventive maintenance requirements and calling for repairs.
• Pick up mail daily at post office and distribute.
• Assist in preparation of reports.
• Maintain filing system.
• Order office supplies.
• Responsible for accounts payables and receivables.
• Assists with payroll and human resource functions.
• Assists various departments with requested information re: accounts payables, receivables, payroll and budget.
• Attend Commission meetings in absence of County Administrator.

• Open and shut down of computers and machines daily.
• Answer phone
• Renew and transfer motor vehicle registrations.
• Renew and transfer boat registrations.
• Assist customers with public records.
• Issue State and County business license.
• Take messages for Probate Judge.
• File daily receipts.
• Balance cash drawer daily.
• Call for service for copier/fax machine.