Payment Voucher Supervisor

City of New York•New York City, NY

About The Position

The Payment Voucher Supervisor oversees the daily operations of the New York City Department of Probation’s payment voucher processing function under the direction of the Deputy Director of Vouchering & Payments. The role supervises staff who review, process, and monitor payment vouchers, invoices, and related documentation, ensuring payments are accurate, properly authorized, and handled in accordance with NYC rules, policies, and procedures. Applicants must be permanent in the Administrative Manager NM civil service title or permanent in a comparable title; the posting specifies incumbents only. The position is listed under ADM MANAGER-NON-MGRL FRM M1/M2 - 1002C. The Department of Probation supports people on probation through research-based supervision and access to education, employment, healthcare, family supports, and civic engagement, with the aim of improving public safety and helping people lead safe and thriving lives.

Requirements

Applicants must be permanent in the Administrative Manager NM civil service title or permanent in a comparable title; incumbents only.
One qualification path is a baccalaureate degree from an accredited college and four years of satisfactory, full-time, progressively responsible clerical/administrative experience involving independent decision-making concerning program management or planning, resource allocation, and scheduling and assignment of work; 18 months must be in an administrative, managerial, executive, or supervisory capacity supervising staff performing clerical/administrative work of more than moderate difficulty.
Alternatively, an associate degree or 60 semester credits from an accredited college and five years of the specified progressively responsible experience, including 18 months of qualifying administrative, managerial, executive, or supervisory experience.
Alternatively, a four-year high school diploma or equivalent and six years of the specified progressively responsible experience, including 18 months of qualifying administrative, managerial, executive, or supervisory experience.
Education and/or experience equivalent to the listed paths may qualify, but all candidates must have the specified 18 months of administrative, managerial, executive, or supervisory experience.
Education above the high school level may substitute for general clerical/administrative experience, but not for the required supervisory/administrative experience, at 30 semester credits for six months of experience, up to a maximum of 3½ years.

Responsibilities

Supervise, assign, review, and approve payment voucher staff work to ensure accurate, timely, and efficient processing.
Oversee review and processing of invoices, payment vouchers, and supporting documentation for accuracy, authorization, supporting records, and compliance with City fiscal and procurement requirements.
Monitor outstanding, pending, and rejected vouchers and requests, ensuring timely resolution within operational deadlines.
Investigate and resolve payment discrepancies, rejected vouchers, exceptions, and other processing issues, including escalated vendor and agency matters.
Coordinate with Procurement, Budget, Program, and other agency units to resolve payment issues and obtain information or approvals.
Monitor staff workload and assignments, redistribute work as needed, and maintain adequate staffing coverage.
Train, guide, and provide technical assistance to staff on voucher processing, fiscal procedures, procurement requirements, and City financial systems.
Maintain records, tracking logs, and reports on voucher activity, pending transactions, outstanding issues, and related operations.
Monitor purchase orders and contracts, including encumbrances, registrations, balances, and related payment activity; follow up on transactions needing action.
Monitor the welfare cash fund, personal expense fund, and petty cash fund to ensure transactions are documented, accounted for, and maintained according to requirements.
Review bank statements and reconciliations and follow up on discrepancies or outstanding items requiring corrective action.
Prepare or oversee financial closeouts and accruals and ensure payment and fiscal information is submitted by established deadlines.
Order, manage, monitor, and track OMNY card inventory and usage to ensure adequate inventory and accountability.
Communicate potential problems, discrepancies, operational concerns, and pending assignment status to management, and recommend corrective actions or solutions.
Perform other related duties and responsibilities as assigned.