Project Accountant

Job Class: 2941 Department: Finance Reports to: Finance Director

Summary : Performs professional accounting work with an emphasis on project, grant, and contract-related financial activities. This position applies governmental accounting principles to monitor budgets, track expenditures, maintain financial records, and support financial reporting for departmental and City projects. Responsibilities include reconciliations, journal entries, project and grant tracking, contract-related financial documentation, and audit support. The role works closely with the Finance Director and departments to ensure accurate reporting, compliance with purchasing and financial controls, and proper documentation of project-related transactions.

Essential Functions: Essential duties and responsibilities may include, but are not limited to, the following :

• Monitor and track operating and capital budgets for assigned departments and projects; review expenditures and revenue activity to ensure accuracy and compliance with approved budgets.
• Develop and maintain current-year expenditure and revenue estimates for assigned projects and accounts and assist with ongoing budget projections.
• Maintain detailed financial and compliance files for contracts and special projects, including supporting documentation and required reporting records.
• Monitor contract financial terms, funding limits, and key deadlines to support timely payments, reporting, and project closeout requirements.
• Review invoices, payment requests, and purchasing transactions for accuracy, proper account coding, contract compliance, and adherence to City purchasing policies.
• Track project expenditures, encumbrances, reimbursements, and funding sources within the financial system.
• Prepare and record routine and adjust journal entries related to project, banking, and assigned accounting transactions.
• Perform account, bank, and project reconciliations; research and resolve discrepancies and report errors.
• Prepare routine monthly, quarterly, and ad hoc financial and budget reports for projects and assigned accounts.
• Assist departments with project financial reporting requirements and supporting documentation for external agencies when applicable.
• Support the annual budget development process by compiling project budget data, expenditure trends, and supporting schedules.
• Conduct financial research and basic analysis for special projects and management information requests.
• Maintain accurate accounting and project records in financial systems in accordance with internal control and recordkeeping standards.
• Participate in financial and grant audits by preparing schedules and providing requested documentation and explanations.
• Assist with the preparation of annual financial reports and audit schedules as assigned.
• Ensure assigned transactions and project activities comply with internal controls, fund source requirements, and applicable financial regulations.
• Provide backup support for other accounting functions when needed.
• Perform other related accounting and project financial duties as assigned.
• Supports departmental operations with regular and timely attendance.
• Supports the relationship between the City of Odessa and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work-related issues and City information; performs other duties as required or assigned. Performs other duties, including accounting/banking research projects as assigned by the Finance Director.

Essential functions, as defined under the Americans with Disabilities Act, may include any of the representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class; employees may be assigned duties which are not listed; reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.

Minimum Qualifications:

Education, Training, and Experience Guidelines: Bachelor's degree in accounting or a closely related field with extensive education credits in accounting coursework required. 2 years of accounting or closely related experience preferred.

Knowledge:

• Governmental and general accounting principles and practices
• Basic fund and project accounting methods
• Journal entries, reconciliations, and financial reporting procedures
• Budget and expenditure tracking practices
• Internal controls and audit documentation requirements
• Municipal purchasing and financial compliance standards
• Financial systems and spreadsheet tools

Skills and Abilities:

• Prepare journal entries and perform account and bank reconciliations
• Track budgets, project expenditures, and other applicable account activity
• Review invoices and transactions for accuracy and proper coding
• Maintain accurate financial and project records
• Prepare routine financial and budget reports
• Identify and resolve discrepancies
• Support audits and financial reporting requests
• Use financial systems and spreadsheets effectively
• Manage multiple assignments and meet deadlines
• Communicate clearly with departments and supervisors

License and certification requirements: None

Physical demands and working environments: Work is performed in a standard office environment.