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HomeMy WebLinkAboutPW - Project Accounting Specialist I - Contracts & Grant Support TechnicianProject Accounting Specialist I City of Port Townsend Job Description Project Accounting Specialist I Classification title: Project Accounting Specialist I Working title: Contract and Grants Support Technician Department: Public Works Union: Teamsters FLSA status: Non-exempt Wage Classification: 13 Hours: Full Time Effective date: August 2024 Reports to: Deputy PW Director or City Engineer Civil Service: No JOB SUMMARY Under general supervision performs a variety of tasks supporting the Public Works Department in the accounting and management of grants, capital expenditures, and purchasing associated with public work projects and operations. Supporting engineering staff and operation managers and working with the City’s Finance Department to process and comply with funding requirements for projects is the core basis for this position. Providing administrative support for Public Works Administration and Engineering Division also makes up a large portion of this position’s work. ESSENTIAL DUTIES AND RESPONSIBILITIES Employee shall meet all requirements of groups A, B, and C the Core Competencies, and the tasks described in these select competencies are considered part of the essential functions for Project Accounting Specialist I. • Performs project administration tasks on public works projects including setting up and maintaining projects records and documents • Maintains a comprehensive file on each grant or loan, including formal agreements, projects and a record of billing and grant/loan revenues received • Prepares and submits grant/loan reimbursement paperwork • Tracks project contracts • Tracks and processes pay requests • Prepares project closeout documents • Attends project meetings; prepare and distribute project meeting minutes with follow up tasks • Logs, tracks and transmits documentation for construction projects including submittals, agendas, RFIs, change order proposals, change orders, certified payroll and general construction correspondence • Assists with performing financial analysis • Prepares and submits reports to grant agencies for monitoring • Develops and streamlines processes • Assists in development and updating of City plans Project Accounting Specialist I • Assists in the development and updating of the Capital Facilities Plan and budgets • Files documents in project files • Provides Finance Department with information related to preparation of capital reporting and budgeting • Interprets and follows State bidding and contracting laws • Interprets and follows City purchasing policy • Assists Public Works managers with capital purchasing and contract management • Assists Finance Department with public works capital asset tracking • Assists Engineering division with administrative functions • Assists with public works capital contract purchasing & bid requirements • Performs interfund monthly billing for engineering and fund transfer documents in accordance with adopted budgets • Assists in the development of supplemental budget amendments • Serves as a liaison for the PW Administration and Engineering Division public records management and compliance • Electronic and paper filing depending on project requirements CORE COMPETENCIES: To show competency for these skills, the employee must have worked in an equivalent position for another agency or worked for the City for a minimum of one year demonstrating the skills for this position. Once an employee has demonstrated proficiency for one year, they are eligible for promotion to this role. The groups below provide a list of competencies for career path development. Group A Competencies • Provides essential services as a front-line worker • Works well in a team environment • Shows the ability to effectively interact with the public • Demonstrates safe work practices • Demonstrates self-motivation and initiative • Ability to work independently and in a group • Ability to manage time effectively • Ability to organize and prioritize within scope of work assignments and work plans • Supports cross-team functionality and collaboration with other divisions and departments • Supports engineering and the Public Works Department in successful outcomes • Effective and efficient communication with team members, managers, and other departments, both verbally and in writing, using tact, patience and courtesy to convey instructions, provide feedback, receive feedback, and resolve issues • Communication and interpersonal skills, with the ability to interact with diverse groups of people • Maintains cooperative and effective working relationships with co-workers, peers, management and customers • Flexibility to adapt to changing circumstances, such as shifting priorities, unexpected challenges, or variations in the workload, while maintaining composure and effectiveness Project Accounting Specialist I Group B Competencies (entry level) • Demonstrates competency in core software such as Microsoft suite of products and accounting software • Shows proficiency in financial management and tracking • Ability to implement purchasing policies and budget monitoring • Demonstrates excellent internal and external customer service in supporting projects • Ability to develop reports and provide dashboard type reporting • Demonstrates proficiency in error checking to minimize accounting mistakes Group C Competencies (mechanical and technical skills) • Ability to assist in the prepare project reports • Ability to interpret and implement federal, State, and City grant requirements • Ability to learn and implement state laws and City policy and codes related to purchasing and contracting. • Ability to retrieve data and enter data into the City’s financial system and software, including but not limited to journal entries, running exports, processing purchase orders, and payroll data for grant and project purposes • Ability to manage the engineering division’s time tracking and billing system for services performed • Ability to support and guide managers in following grant requirements, State laws, and City policy in the finance-related execution and progress of project management • Knowledge of systems and processes and associated ability to provide administrative support to the engineering and public works administration division • Ability and knowledge of the roles and responsibilities of the finance department and legal department of the City in support of Public Works involving close cooperation and coordination with each department • Ability to work with granting agencies with support of project managers. • Assists in the providing of information for technical reports, council reports, the Capital Facilities Plan, and budgets • Assists in tracking each fund within the department budget over the year • Knowledge of and ability to effectively manage records and filing in compliance with records retention laws • Ability to perform contract accounting, requisitions, reimbursements, and closeout requirements for professional services and “public work” projects Group D Competencies (division specific skills– included to show skills needed for advancement) • Ability to work with multiple granting agencies, including submitting reports, reimbursements, status updates, and understanding specific grant requirements of less frequent granting agencies such as, WSDOT, TIB, Dept. of Commerce, CDBG, EPA, direct USDOT grants, and other one-off grant programs • Ability to develop and writes clear technical reports, council reports, the Capital Facilities Plan, and budgets • Ability to provide advanced budget and financial tracking of expenditures and revenues for capital projects to illustrate and anticipate challenges and opportunities related to project accounting. • Works with Deputy Public Works Director and Public Works Administration staff to develop annual work plan and budget Project Accounting Specialist I • Ability to research and interpret purchasing policy and State laws and develop procedures and policies related to purchasing of supplies, contracting for services, and the nuances of “public work” projects • Manage records related to grants and capital projects and work with auditors to answer questions • Ability to develop and implement improved records management systems • Ability to maintain reports and other documents pertaining to purchases, contracted services, and other operational needs • Ability to identify efficiencies and improved ways of performing work related to financial resources and desired outcomes. • Assists in performing level of service analysis related to resources for utilities, transportation, and other City functions • Ability to communicate technical elements of the work with peers, other departments, and the public • Demonstrates excellent communication skills with peers, other departments, and management • Knowledge of and understanding of construction documentation as required for Federal Aid projects Group E Competencies (leadership skills – included to show skills needed for advancement) • Performs efficiency analysis of Public Works operations and engineering related to financial resources • Develops and writes technical reports, reports for City Council, the Capital Facilities Plan, and budgets related to level of service analysis and other Public Works analyst work efforts illustrating trades offs such as cost/benefits • Assists the Deputy PW Director and PW director in allocation of work related to staff and financial resources • Ability to develop and write purchasing policy and municipal code updates for consideration by City Council • Serves as a liaison to the PW management team and other City directors as it relates to financial resources • Performs 1:1 meetings with other team members in a leadership but not supervisor role • Provides mentoring and training for team members • Demonstrates assertive management skills in fairly addressing issues with peers, the public, management, and other City employees • Assists in the development of and/or maintains a capital replacement program • Understands and responds to the needs and concerns of team members, demonstrating consideration for their perspectives, experiences and well-being • Skilled in resolving conflicts or disagreements that may arise among team members, customers, or stakeholders, using diplomacy, and productive problem-solving techniques • Efficiently manages time and resources to prioritize tasks, meet deadlines, and optimize productivity QUALIFICATIONS Required • High school diploma or GED • Three years’ experience performing administrative office tasks including customer service, correspondence preparation, file management, recordkeeping, accounting, and bookkeeping, or any combination of experience and training equivalent to three years of accounting experience. Project Accounting Specialist I • Demonstrated proficiency in computer operating systems. • Familiarity with Microsoft Office Suite products. • Must be bondable. Preferred • College degree in accounting or related field • Experience with public works projects and/or municipal government experience WORKING CONDITIONS This is an in-office position to be available to Public Works, Engineering, and Finance staff. Occasional work from home may be performed subject to ability to support team members. Duties are performed primarily in an office environment with sitting for long periods of time, utilizing standard office equipment and personal computer. The noise level in the work environment is usually moderately quiet. May be required to deal with upset customers. This position typically requires movement around the office, reaching, pushing, grasping, finger dexterity, hearing, seeing and repetitive motions. Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Requires the ability to occasionally navigate at construction site. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The City of Port Townsend is an equal employment opportunity employer. The City employs, retains, promotes, disciplines and otherwise treats all employees and job applicants strictly on the basis of job- related qualifications and competence. These policies and all employment practices shall be applied without regard to any individual's sex, race, color, creed, religion, national origin, sexual orientation (including gender identity), pregnancy, age, marital status, military status, disability, genetic information, or any other characteristic protected by law. This job description in no way implies that these are the only duties to be performed. The employee occupying the position will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisors. This job description does not constitute an employment agreement between the City and the employee and is subject to change as the needs of the City and requirements of the job change.