Job Description

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE,

The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self-sufficiency as quickly as possible.

HRA/General Support Services (GSS) provides safe, healthy, and appropriate facilities for HRA’s various social service programs. Its many functions include facilities planning and coordination, design and construction, renovation, repair and maintenance, custodial and other building services, health/safety program coordination, lease and property management, land use and environmental review activities, contract administration for facilities services, and warehouse operations. GSS plays a major role in HRA emergency preparedness.

General Support Services (GSS), Office of Contracts and Budget Management (OCBM) is recruiting for one (1) Principal Administrative Associate III to function Principal Payment Analyst/Invoice Reports Coordinator who will:

• Design, customize and maintain Security Services Contract reports which are integral to the unit's operation due to the uniqueness, volume, and complexity of this Citywide contract. The specific reports include the Bi-Weekly Payment Report, which details all invoices by location and serves as a Master Report by which other reports are prepared, the Bi-weekly Liquidated Damages and Returns Report which is essential for the reconciliation of resubmitted invoices, The Bi-weekly and Monthly Report on Invoice Payments Based on Budget Codes and the Quarterly and Yearly Expenditure Report by Budget Code, which are vital tools for managing encumbrances and making budget projections, Missing Invoices Report, which identifies, by location, the specific invoices that were not submitted for a particular period, and the Billable Rate Calculator, used in order to verify actual invoice amounts.

• Prepare invoice transmittal documentation and review invoice submission packages.

• Communicate with vendors to obtain missing documentation, to discuss liquidated damages, as well as to identify deductions and adjustments.

• Verify billable hours, including overtime hours, by verifying against Daily Attendance Sheets, Certified Payroll Reports as well as Comptroller's Prevailing Wage Rates for extensive and extremely complex invoice submissions. Review each invoice package ensuring complete and accurate submission by the vendor.

• Prepare formal contractor evaluations to report on discrepancies between expected and actual work and ensuring that all contracted workers are paid in accordance with the NYC Comptroller's Prevailing Wage Schedule as well as the contract's billable rates, through extensive and detailed analysis.

• Audit invoices against the Prevailing Wage Rates and contract specifications to verify accuracy and compliance, as well as preparing/submitting invoices to HRA/Finance-Vendor payment for processing.

• Prepare Review and Sign-off Forms and forward a copy to HRA Police Operations for review and approval/rejection. Follow up with Police Operations for prompt review and approval.

• Update invoice statuses in the OCBM-Financial Management System/and enters invoices onto on-line Ledger Sheets and into the AiM System as needed.

• Act as primary liaison between the agency and contractors and vendors.

Qualifications

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.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.