SUPERVISOR OF VENDOR PAYMENT - job 2 of 2

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE

The Office of Fiscal Operations is DSS/HRA/DHS’s primary payments and accounting office, and the core responsibilities are carried out through the operations of the Bureau of Accounts Payable (BAP). As the Agency’s primary payment office, BAP issues authorized payments to service providers for services delivered to DSS/HRA/DHS clients, payments to vendors providing services to DSS/HRA/DHS and reimbursement to employees for business related out of pocket expenses incurred in the delivery of services. The bureau handled over 40,000 payments over $10 billion in FY2022.

Vendor Payment Unit (VP) is responsible for the timely and properly authorized payment for non-human service contracts and purchase orders that provide administrative, consultant and support services to programs and to vendors who provide specific administrative tasks to support agency functions. The Office of Fiscal Operations is recruiting one (1) Principal Administrative Associate III to function as the Supervisor of Vendor Payment Unit

The Finance Office is recruiting one (1) PAA III position to function as the Supervisor of Vendor Payment Unit who will:

- Supervise and train staff in processing/preparing payment vouchers and analyzing payment documents in accordance with the Comptroller’s directives, MOUs and internal policy and procedures within service-level agreements.
- Reconcile monthly claims and maintain a claim-control register to ensure the accuracy of reimbursement
- Delegate assignments of work to staff and ensure that workload is processed promptly.
- Perform research and analysis to resolve Vendor Payment inquiries.
- Perform quality assurance review of vouchers ensuring they are thoroughly reviewed for accuracy and processed, approved, and disbursed through FMS within the prescribed period.
- Perform Review/QA to validate and approve invoices submitted through PASSPort.
- Maintain liaison with DSS/HRA/DHS program offices and outside vendors to resolve issues concerning payments.
- Provide payment data to the Accounting Unit regarding payment recoupment/ assignment of outstanding cash advance balances.
- Maintain liaison with DSS\HRA\DHS program offices, providers and outside vendors to resolve matters concerning payments; perform research and analysis as necessary.
- Validate and ensuring that a complicated funding allocation is accurately followed and coordinate with staff from the Comptroller’s office, DSS DHS Office of Budget Administration and the NYC Office of Management and Budget.
- Monitor the invoices against the approved budget, expense report, encumbrances, and other fiscal documents, and perform calculations and spreadsheet analysis.
- Perform calculations for advancements and recoupments based on registered contracts and submitted expenses.
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- Create vouchers, apply levels of approvals to pending payments in FMS.
- Record invoices and contracts in Paytrace, the unit’s internal tracking system.
- Scan and index vouchers in the HRA One Viewer.
- Generate and provide various reports for management.
- Provide requested documentation to internal and external auditors for ongoing audits.
- Provide assistance to ancillary units in BAP.
- Assignments of special projects as needed.

Work Location: 4 World Trade Center, New York, NY
Hours/Schedule: 9 to 5

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

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.