Invoice & Financial Coordinator

City of New York•New York City, NY

10h

About The Position

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $62,868.00 - $72,298.00 The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community. The Division of Administration provides a wide range of support services throughout ACS to ensure all Divisions receive adequate and efficient support services to carry out their respective missions. The Division of Administration (Admin) employs approximately 463 public employees. Admin manages a Personnel Services (PS) Budget of approximately $29M and an Other Than Personnel Services (OTPS) Budget (OTPS) of $140M. It provides services including building maintenance, real estate, design, construction management, facilities and custodial services, occupational safety and health, operational support, security, transportation, and print production. The Office of the Chief Operating Officer (COO) provides high-level administrative and analytical operational support to the Division of Administration. The Office of the COO is responsible for supporting the development and implementation of short-term plans and long-term organizational strategies for the Division, factoring in all projects and plans approved by the Deputy Commissioner. The Office manages the $75M Other Than Personnel Services (OTPS) Budget for all Divisional contracts and finances for the Division to effectively manage contracts and deliver operational goods and services. What we’re looking for: Reporting to the Director of Financial Quality Assurance (FQA), the Invoice & Financial Coordinator will support the Division of Administration's contract management staff to initiate and reconcile requests for goods and services and invoice payment in PASSPort and AIPTM. The FQA is an efficiency support team that serves as a centralized support team for all Contract Managers within the Division of Administration. The Coordinator will be responsible for ensuring continuous movement of the Division's purchasing activities and invoices through the PASSPort and AIPTM systems. This includes liaising with internal and external stakeholders for the timely processing of orders, approval of invoices, and tracking of all activities initiated in PASSPort and AIPTM.

Requirements

A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Responsibilities

Develop and maintain tools to track, reconcile, and expedite payments for goods and services processed through Passport and AIPTM systems.
Collaborate with the Director of IMR to address invoice discrepancies, improve workflows, and ensure timely processing of invoices.
Make purchasing requisitions in the Passport system and manage invoice closeouts.
Serve as a liaison between vendors, the IMR team, and other administrative units to resolve payment delays and ensure seamless operations.
Prepare spreadsheets and detailed reports to support financial tracking and analysis.
Provide accurate reporting and analysis of payment trends to guide decision-making within the Division of Administration.
Respond to inquiries from vendors, contractors, and program staff regarding payment and contract-related issues.
Coordinate with the Budget Team to manage encumbrances and provide technical assistance as needed.
Ensure compliance with financial and procurement regulations during invoice and contract processing.
Proactively identify and propose innovative solutions to address inefficiencies in invoice reconciliation and payment processes.