Principal Administrative Associate - Contract Payments

City of New York • New York City, NY

4d

About The Position

IN ORDER TO BE CONSIDERED FOR THIS POSITION CANDIDATE MUST BE SERVING PERMANENTLY IN THE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE, OR HAVE TAKEN, PASSED, AND BE REACHABLE ON THE CURRENT CIVIL SERVICE LIST. The New York City Department of Transportation (DOT) strive to provide a safe, efficient, and environmentally responsible movement of people and goods in the City of New York and to maintain and enhance the transportation infrastructure crucial to the economic vitality and quality of life of our primary customers, City residents. (DOT) oversees one of the most complex urban transportation networks in the world. DOTs staff manages an annual operating budget of over 1.5 billion dollars, along with 6,300 miles of streets and highways, over 12,000 miles of sidewalk, and nearly 800 bridges and tunnels. DOTs staff also installs and maintains over one million street signs, 13,250 signalized intersections, over 315,000 streetlights, and over 350 million linear feet of markings. The Fiscal Affairs Unit is seeking a Principal Administrative Associate for the Contracts Payment Unit. Under the direct supervision of the Fiscal Affairs Contract Payment Supervisors, Principal Administrative Associate duties include but are not limited to verifying 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. The candidate 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, timesheets, material cost sheets and contract specifications before approving payments to ensure conformity to the agency's requirements and Federal/State/City mandates. The candidate may also prepare reports for managerial and budgetary review. IN ORDER TO BE CONSIDERED FOR THIS POSITION CANDIDATE MUST BE SERVING PERMANENTLY IN THE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE, OR HAVE TAKEN, PASSED, AND BE REACHABLE ON THE CURRENT CIVIL SERVICE LIST.

Requirements

• IN ORDER TO BE CONSIDERED FOR THIS POSITION CANDIDATE MUST BE SERVING PERMANENTLY IN THE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE, OR HAVE TAKEN, PASSED, AND BE REACHABLE ON THE CURRENT CIVIL SERVICE LIST.
• 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
• 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
• 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

• verifying 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, timesheets, material cost sheets 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
• Number of Employees: 101-250 employees