PAYMENT ASSOCIATE - job 1 of 2

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 is recruiting for one (1) Principal Administrative Associate II to function as Payment Associate who will:

- Review and audit invoices for services that are complex and needs to pay attention to details. Check them against contract specifications to ensure compliance.
- Review back-up documents of invoices such as Work Tickets, Receiving Reports, etc., to ensure compliance with contract requirements and specifications. Advise supervisor and contract managers of instances where goods or services do not comply with specifications, City policy is being circumvented, and take corrective actions.
- Review Payroll Reports submitted by the contractors for accuracy, compliance with NYC Comptroller’s Prevailing Wage schedules.
- Review invoices and receipts in Passport and apply approval.
- Prepare detailed spreadsheets entering data from sign-in sheets, Work Tickets and other documents provided by the contractors and agency personnel in the field, to identify improper billing and ensure the hours billed as overtime are accurate.
- Audit invoices reviewed by other staff to ensure accuracy and compliance.
- Liaison frequently with contractors and agency personnel to resolve issues regarding invoices.
- Monitor spending and encumbrance levels for the contracts. Ensure that funding levels are adequate in the contracts to pay the invoices for services provided.

Work Location: 375 Pearl Street New York, NY,
Hours/Schedule: Normal Business Hours

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

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.

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.