Vendor Payment Associate

City of New York•New York, NY

7d•Onsite

About The Position

The Office of Fiscal Operations is DSS/HRA/DHS’s primary payments and accounting office, and the core responsibilities are carried out through the operations of the Bureau of Accounts Payable (BAP). As the Agency’s primary payment office, BAP issues authorized payments to service providers for services delivered to DSS/HRA/DHS clients, payments to vendors providing services to DSS/HRA/DHS and reimbursement to employees for business related out of pocket expenses incurred in the delivery of services. VPU is responsible for the timely and properly authorized payment for non-human service contracts and purchase orders that provide administrative, consultant and support services to programs and to vendors who provide specific administrative tasks to support agency functions. The selected candidate will be responsible, but not limited to: The Finance Office is recruiting for one (1) PAA II to function as a Vendor Payment Associate within the Vendor Payment Unit (VPU) who will:

Requirements

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE
1. 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
2. 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
3. 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;
4. 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

Processing/preparing payment vouchers and analyzing payment documents in accordance with the Comptroller’s directives, MOUs and internal policy and procedures within service-level agreements.
Perform research and analysis to resolve Vendor Payment inquiries.
Perform encumbrance search for invoices for payment and researching payment issues.
Perform quality assurance review of vouchers ensuring they are thoroughly reviewed for accuracy and processed, approved, and disbursed through FMS within the prescribed period.
Perform Review/QA to validate and approve invoices submitted through PASSPort.
Maintain liaison with DSS/HRA/DHS program offices and outside vendors to resolve issues concerning payments. Respond to payment inquiries as needed.
Create vouchers, apply levels of approvals to pending payments in FMS.
Record invoices and contracts in Paytrace, the unit’s internal tracking system.
Scan and index vouchers in the HRA One Viewer.
Generate and provide various reports for management.
Provide requested documentation to internal and external auditors for ongoing audits.
Provide assistance to ancillary units in BAP.
Assignments of special projects as needed.