EMPLOYMENT PROGRAM PAYMENT ANALYST

HRA/DEPT OF SOCIAL SERVICES; World Trade Center (NY); On-site; USD 70,904 - 104,239; Full time

Job summary

The Department of Social Services (DSS) in New York City seeks a Principal Administrative Associate 3 to function as an Employment Program Payment Analyst. You will review and process payments, ensure proper authorizations, and resolve discrepancies across PASSPort, FMS, and Paytrace while coordinating with program offices and vendors.

Qualifications include a bachelor’s degree with supervisory experience or equivalent combination, experience with accounts payable, and strong attention to

Qualifications

• A bachelor’s degree 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 and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of supervisory experience.
• A four-year high school diploma or equivalent and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of supervisory experience.
• Education and/or experience equivalent to the above, with one year of administrative or supervisory experience required.

Responsibilities

• Review, analyze, and process payment requests in PASSPort to determine proper authorization.
• Notify supervisor and/or program of inconsistencies and errors in the payment process and ensure follow-up on incomplete payments.
• Utilize FMS to check contract information, process PACSWEB submissions for Milestones and Care Fares, and create payment vouchers (PRN).
• Cross-check PACSWEB and FMS to verify submissions match payments.
• Perform quality assurance review of vouchers for accuracy and timely processing.
• Create vouchers and apply approvals in FMS.
• Reconcile Paytrace data against PASSPort and FMS for accuracy.
• File and scan completed payment packages and maintain records by vendor/contract.
• Maintain offline payment records and monitor scanning/indexing in HRA systems.
• Provide documentation to auditors and liaise with DSS/HRA/DHS program offices and vendors.

Skills

FMS knowledge

PASSPort knowledge

Accounts payable processing

Analytical skills

Attention to detail

Internal controls

Education

Bachelor's degree

Associate degree

High school diploma

Education/experience equivalent

Tools

Paytrace

PASSPort

FMS

Job description

APPLICANTS MUST BE PERMANENT IN 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.

The Office of Fiscal Operations is DSS/HRA/DHS’s primary payments and accounting office, and the core responsibilities are carried out through 3 units including 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. The bureau handled over 60,000 payments over $14 billion in FY25.

The Employment Unit is responsible for the timely and properly authorized payment for employment-related contracts, purchase orders, milestones, and care fares that support DSS/HRA/DHS employment programs.

The Office of Fiscal Operations is recruiting one (1) Principal Administrative Associate 3 to function as an Employment Program Payment Analyst, who will:

• Review, analyze, and process payment requests in PASSPort to determine that they are properly authorized, taking into consideration all payment details including recoupments and adjustments.
• Notify supervisor and/or program of inconsistencies and errors in the payment process and ensure follow-up on incomplete payments.
• Utilize the City’s Financial Management System (FMS) to check contract information including contract period, encumbrances, and payments. Process PACSWEB submissions for Milestones and Care Fares; create payment vouchers (PRN) for car fares using FMS for PACSWEB and offline submission. Cross-check PACSWEB and FMS to verify that submissions match payments in FMS.
• Perform quality assurance review of vouchers ensuring they are thoroughly reviewed for accuracy and processed, approved, and disbursed through FMS within the prescribed period.
• Create vouchers and apply levels of approvals to pending payments in FMS.
• Verify the completeness and accuracy of payment information by reconciling data in the Bureau’s Access database (Paytrace) against PASSPort and FMS.
• Ensure that invoices and contracts are properly entered in Paytrace, the unit’s internal tracking system. Run regular Paytrace reports to locate duplicates, errors, and other payment issues.
• File and/or scan completed payment packages, including invoices, payment vouchers, and related backup documents, ensuring proper filing by vendor name and contract or purchase order number and maintaining distinction among fiscal years.
• Maintain the unit’s offline payment records on scanned documents.
• Monitor scanning and indexing of vouchers in HRA One Viewer and indexing systems. Generate and provide various regular and ad hoc reports for management.
• Provide requested documentation to internal and external auditors for ongoing audits.
• Maintain liaison with DSS/HRA/DHS program offices and outside vendors to resolve issues concerning payments.
• Provide assistance to ancillary units in BAP and support the quality assurance team with inquiries and other necessary data.

Salary Range: $70,904 - $104,239.00

Hours/Schedule: 9:00 am to 5:00 pm

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum 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.

Preferred Skills

• Knowledge of FMS, and PASSPort
• Experience with accounts payable processing, reconciliation, and financial record-keeping
• Strong attention to detail and analytical skills in financial documentation review
• Experience developing and maintaining internal controls

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

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.