Payment Processor

City of New York•New York City, NY

About The Position

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $61,656 - $70,904.00 THESE POSITIONS ARE ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOTPROVISIONAL) IN THE CIVIL SERVICE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE. 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 child care 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 ACS Division of Financial Services (DFS) is responsible for supporting, planning, implementing, and monitoring the fiscal functions of the agency in accordance with City, State and Federal guidelines. The work of DFS includes managing the ACS budget; submission of monthly claims for revenue; processing of payments to provider agencies and vendors; monitoring the financial health of provider agencies through financial review and audits; maintenance of the ACS bank accounts; centralized oversight of ACS Child Welfare financial eligibility; and data maintenance for financial systems of record. Administrative Payment Services is responsible for processing payments associated with the agency “for-profit” vendors which are Non-Human Service Subcontractor-related. These payments are made to cover administrative costs of goods and services required by ACS, to support Implementation and effective delivery of its social service programs. This position encompasses professional work of varying degrees of difficulty and responsibility in the preparation and administration of processing payments within DFS Administrative Payment Services. Provide data entry for the issuance of payments to provider agencies and vendors, providing timely issuance of payments as well as ensuring accuracy of payments to support the delivery of services for children, youth, and/or families. Some examples of ACS administrative contracts and purchase order related payments include Capital Payments, Consultants, Food, Formal Contracts, Requirement Contracts and Small Purchases. These responsibilities are performed under supervision, with some latitude for independent initiative and judgment. Typical duties include but are not limited to: - Utilize computer systems and programs such as the New York City Financial Management System (FMS), the NYC Procurement and Sourcing Solutions Portal (PASSPort), and other internal system (ACSFMS) to facilitate work assignments. - Review invoice package to ensure compliance with regulations, directives, and standards from City oversight entities such as the New York City Comptroller, Procurement Policy Board rules and Prompt Payment Guidelines. - Review assigned invoice packages for completeness and confirm sufficient funding to process payment. - Process payment vouchers with a higher level of complexity. - Ensure payment vouchers are complete and includes all pertinent documents, i.e., (Purchase Order, Invoice, Packing Slip, Receiving Report, etc.) and adheres to prompt payment guidelines. - Liaise with procurement and contract managers to obtain missing documents and troubleshoot other issues. - Report any payment discrepancies and issues to supervisor. - Review and verify the accuracy of ledger balances. - Provide supervision and guidance, in the absence of the Payments Supervisor. - Responsible for records management, including uploading voucher packages to the archive folder and assisting Stakeholders with document flow, as needed. - Prepare spreadsheets and detailed payment status reports for supervisor, as needed. - Complete special assignments, as necessary. - Research and respond to inquiries from Division and agency leadership. - Perform related tasks, as necessary. ADDITONAL INFO: Section 424-A of the New York Social Services Law requires an authorized agency to inquire whether a candidate for employment with child-caring responsibilities has been the subject of a child abuse and maltreatment report.

Requirements

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
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
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;
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.

Responsibilities

Utilize computer systems and programs such as the New York City Financial Management System (FMS), the NYC Procurement and Sourcing Solutions Portal (PASSPort), and other internal system (ACSFMS) to facilitate work assignments.
Review invoice package to ensure compliance with regulations, directives, and standards from City oversight entities such as the New York City Comptroller, Procurement Policy Board rules and Prompt Payment Guidelines.
Review assigned invoice packages for completeness and confirm sufficient funding to process payment.
Process payment vouchers with a higher level of complexity.
Ensure payment vouchers are complete and includes all pertinent documents, i.e., (Purchase Order, Invoice, Packing Slip, Receiving Report, etc.) and adheres to prompt payment guidelines.
Liaise with procurement and contract managers to obtain missing documents and troubleshoot other issues.
Report any payment discrepancies and issues to supervisor.
Review and verify the accuracy of ledger balances.
Provide supervision and guidance, in the absence of the Payments Supervisor.
Responsible for records management, including uploading voucher packages to the archive folder and assisting Stakeholders with document flow, as needed.
Prepare spreadsheets and detailed payment status reports for supervisor, as needed.
Complete special assignments, as necessary.
Research and respond to inquiries from Division and agency leadership.
Perform related tasks, as necessary.