Payments Administrator

The New York City Housing Authority (NYCHA) is the nation’s oldest and largest public housing authority with more than 177,000 apartments, and responsibility for administering a citywide Section 8 leased housing program that serves over 150,000 additional tenants. NYCHA’s mission is to provide quality housing for New Yorkers that is sustainable, inclusive, and safe, while fostering opportunities for economic mobility.

NYCHA’s Asset & Capital Management (A&CM) Division leads the Authority’s capital, sustainability and resiliency programs that comprise a $5 billion capital projects portfolio - one of the largest in NY State - as well as range of activities related to property modernization and strategic asset management. A&CM aims to preserve and modernize NYCHA buildings and apartments through strategic portfolio planning, comprehensive design standards, innovative financing and project delivery models, strong partnership with NYCHA residents and other stakeholders, and effective program and project management of capital investments. The Division also positions NYCHA’s housing portfolio for the future by piloting and scaling-up sustainable and resilient technologies and practices, improving residents’ quality of life while enhancing building performance. The work culture of the Division is strongly customer service oriented, collaborative and delivery focused.

Strategic Services comprises of five teams who provide key business services and drive operational excellence across A&CM. Core functions of Strategic Services include capital planning and financial administration; supporting business departments to apply best-practice project management and project controls frameworks; provide strategic vendor and contract management services; provide business intelligence and lead business operations services across A&CM.

Strategic Services Vendor & Contract Management department seeks to hire a Payments Administrator. The Payments Administrator serves as the single point of responsibility, accountability, and authority for processing payments of projects and contracts from inception through completion. The Administrator will resolve issues throughout the lifecycle of a project so that payment issues do not prevent its delivery on-time, within budget, and at the appropriate quality level; coordinate, supervise, and monitor all payment staff to assist in meeting all project needs and goals; and focus on successful payment processing by utilizing the support systems and resources made available by NYCHA.

The successful candidate will be expected to render all management decisions for payments, report on progress through the automated project management system, and notify appropriate staff when problems arise that require intervention. Responsibilities include, but are not limited to the following:

1. Coordinate and supervise activities of staff to ensure adherence to payment schedules, compliance with contractual criteria for payments, and satisfaction of end-user needs.
2. Monitor budget status of projects during the entire cycle to ensure that payments are in accordance with budget and take corrective action, in cooperation with project management, as required.
3. Work to resolve issues during the payment process; coordinate with project management and contractual expertise; approve monthly and close-out payments and forward to the accounts payable department.
4. Assign staff to projects to serve as day-to-day management contact as needed and monitor project payment schedule during the cycle of the project to ensure on-time and on-budget performance.
5. Monitor Section III and RFP requirements. Draft report analyzing results of audit findings including comments, recommendations, financial statements, and supporting schedules.
6. Manage staff who review the following documents for each project and take appropriate and necessary action: Requests for Payments, Invoices, Change Orders, Schedule of Values, Payment Progress Schedule, and other critical project correspondence.
7. Maintain accurate and current project payment records; update the automated project management system; monitor project progress and any issues requiring follow-up; resolve any payment issues timely and recommend non-payments when appropriate.
8. Review audit reports prepared by independent auditors to determine that reports are prepared in accordance with generally accepted accounting principles, guidelines, and directives and make recommendations to improve such services.
9. Verify correctness of expenditures to determine instances of misappropriation and fraud or evidence of funds due to the City. Verify correctness of management and other statistical data.

NOTE: Due to the existence of a civil service list, candidates must have permanent civil service status in the title of Management Auditor to be considered.

NOTE: This position is open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate in your cover letter that you would like to be considered for the position under the 55-a Program. For detailed information regarding the 55-a Program, please click on the link below:

https://bit.ly/55aProgram

Additional Information

1. INTERAGENCY TRANSFERS INTO NYCHA OF THOSE PERMANENT IN TITLE ARE NOT PERMITTED IN THE FACE OF AN ACTIVE AND VIABLE NYCHA PROMOTION LIST OR PREFERRED IS FOR THE SAME TITLE.
2. NYCHA employees applying for promotional, title or level change opportunities must have served a period of one year at current location and in current title and level (if applicable).
3. NYCHA residents are encouraged to apply.

Please read this posting carefully to make certain you meet the qualification requirements before applying to this position.

1. A baccalaureate degree from an accredited college or university, accredited by regional, national, professional or specialized agencies recognized as accrediting bodies by the U.S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA) including or supplemented by 24 semester credits in accounting, including one course each in: advanced accounting, auditing, and cost accounting; and one of the following:
(A) one year of full-time satisfactory experience in management auditing, financial auditing, and/or information technology (IT) auditing; or
(B) a valid Certified Public Accountant license issued by the New York State Education Department; or
(C) a valid Certified Internal Auditor certificate issued by the Institute of Internal Auditors (IIA); or
2. A satisfactory combination of education and/or experience equivalent to "1" above. Education and/or experience may be substituted as follows:
(A) two years of full-time satisfactory experience in financial or managerial accounting may be substituted for the one year of experience described in "1(A)" above;
(B) undergraduate or graduate credits from an accredited college or university, accredited by regional, national, professional or specialized agencies recognized as accrediting bodies by the U.S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA) in management, computer science, public administration, and/or business administration may be substituted for up to 9 semester credits in accounting, on a credit for credit basis.
However, all candidates must have a baccalaureate degree including or supplemented by 15 semester credits in accounting, including one course each in advanced accounting, auditing, and cost accounting, and one of the following: at least one year of the experience described in "1(A)" above or its equivalent; or a Certified Public Accountant license; or a Certified Internal Auditor certificate, as described in "1(B)" or "1(C)" above.
To be eligible for placement in Assignment Level II individuals must have, in addition to meeting the minimum requirements, at least one year of experience as a Management Auditor - Assignment I or at least two years of experience in management auditing, financial auditing, and/or information technology (IT) auditing.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.