Clerical Associate

City of New York • New York City, NY

2d

About The Position

Under the general supervision of the Supervisor of the Accounts Payable Unit of Fiscal Affairs, the candidate will serve as a Clerical Associate for Accounts Payable. He or she will review assigned invoices and assure that policies and procedures are maintained and that invoices are processed within established deadlines. He or she will verify the accuracy and completion of invoice payment request documents and the supporting backup documents for payment. He or she will utilize the City s Financial Management System (FMS3) and the Procurement and Sourcing Solutions Portal (PASSPort) to process vendor invoices for goods and services. He or she will log and track invoices in the unit’s internal tracking database. He or she will pre-audit voucher payment packages to ensure that they contain all necessary supporting documentation and monitor payments for errors, either approving the payment package or returning the package to the preparer for necessary corrections and resubmission. He or she will review Requirements Contracts and contract specifications before approving payments to ensure conformity to the agency’s requirements and Federal/State/City mandates. He or she will prepare reports for managerial and budgetary review.

Requirements

• IN ORDER TO BE CONSIDERED FOR THIS POSITION CANDIDATE MUST BE SERVING PERMANENTLY IN THE TITLE OF CLERICAL ASSOCIATE, OR HAVE TAKEN, PASSED, AND BE REACHABLE ON THE CURRENT LIST.
• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
• Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

Responsibilities

• Review assigned invoices
• Assure policies and procedures are maintained
• Process invoices within established deadlines
• Verify the accuracy and completion of invoice payment request documents and the supporting backup documents for payment
• Utilize the City s Financial Management System (FMS3) and the Procurement and Sourcing Solutions Portal (PASSPort) to process vendor invoices for goods and services
• Log and track invoices in the unit’s internal tracking database
• Pre-audit voucher payment packages to ensure that they contain all necessary supporting documentation and monitor payments for errors, either approving the payment package or returning the package to the preparer for necessary corrections and resubmission
• Review Requirements Contracts and contract specifications before approving payments to ensure conformity to the agency’s requirements and Federal/State/City mandates
• Prepare reports for managerial and budgetary review

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 101-250 employees