Payment Processor

NYC Department of Housing Preservation & Development; New York (NY); On-site; USD 59,000 - 69,000; Full time

Job summary

An established industry player is seeking a dedicated Payment Processor to join its dynamic team. This position plays a crucial role in ensuring timely payments to contracted vendors, requiring strong clerical and administrative skills. The ideal candidate will manage financial documentation, liaise with internal departments, and utilize various financial systems to ensure compliance with regulations. This role offers a unique opportunity to contribute to the welfare of children and families while working in a supportive environment that values diversity and inclusion. If you are detail-oriented and passionate about making a difference, this is the perfect opportunity for you.

Qualifications

• 3 years of clerical/administrative experience required.
• Experience in an administrative capacity is essential.

Responsibilities

• Process invoices and payments accurately in PASSPort.
• Liaise with vendors to resolve payment issues.

Skills

Clerical experience

Administrative skills

Financial management

Technical assistance

Education

Baccalaureate degree

Associate degree

High school diploma

Tools

PASSPort

FMS

BICS

Microsoft Excel

Job description

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $59,715.00 - $68,672.00.

THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE.

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community.

The ACS Division of Financial Services (DFS) is responsible for supporting, planning, implementing, and monitoring the fiscal functions of the agency in accordance with City, State, and Federal guidelines. The work of DFS includes managing the ACS budget; submission of monthly claims for revenue; processing of payments to provider agencies and vendors; monitoring the financial health of provider agencies through financial review and audits; maintenance of the ACS bank accounts; centralized oversight of ACS Child Welfare financial eligibility; and data maintenance for financial systems of record.

The Health and Human Services Payment units within DFS are responsible for ensuring that all agency contract, subsidy, and administrative payments are issued to contracted vendors in a timely manner and in accordance with governing directives so that critical services are provided to children and families served by ACS. The HHS-PASSPort Payments unit’s scope includes processing payments to 94 vendors on more than 319 contracts through the MOCS Procurement and Sourcing Solutions Portal (PASSPort). These programs are complex and require expedient processing of invoicing. Payments processed by the HHS-PASSPort Payment Services Unit total more than $319 million annually.

The Payment Processor for HHS-PASSPort Payments is responsible for processing payments to contracted Human Services-directed vendors through the PASSPort portal. The Payment Processor will report directly to the HHS-PASSPort Payment Services Unit Supervisor and is responsible, with considerable latitude for independent action or decision, for reviewing and reconciling all documentation submitted to ensure they meet Agency, State, and Federal regulations and meet citywide directives and Procurement Policy Board rules requiring timely processing of invoices.

The Payment Processor will utilize various ACS payment systems tools such as PASSPort, PMRS, BICS, WMS, FMS3, and Microsoft Excel to format templates and update spreadsheets to generate unit reports. This position is critical in ensuring the timely and accurate payments to contracted foster care providers.

Typical duties include but are not limited to:

1. Process approved invoices and payments in PASSPort and FMS timely and accurately, across the various levels within the system.
2. Responsible for ensuring the prior month service invoice was submitted, checking the encumbrance in FMS to confirm there are enough funds to cover the payment, requesting encumbrance from budget if inadequate funds for payment, confirming invoice service dates match dates in the products/services section, confirming the sub-budget line is itemized, and recoupment of advances and/or bridge loans using the invoice as repayment, if applicable.
3. Responsible for ensuring the prior month invoice was approved and entering the payment amount into the correct commodity line with the corresponding budget code and report category.
4. Provide technical assistance to internal and external stakeholders, surrounding the issuance of payments to providers and vendors.
5. Ensure supporting documentation (when applicable) is submitted, and ensure funding is available and encumbered.
6. Report discrepancies and issues to the Executive Director and/or Division leadership.
7. Liaise with internal departments regarding the encumbrance of additional funds; returning invoices and payments to appropriate level(s) in PASSPort; troubleshooting issues with invoices and payments, etc.
8. Liaise with providers and vendors, addressing questions and concerns surrounding the timely processing of invoices and payments.
9. Utilize computer systems and programs such as PASSPort, New York City Financial Management System (FMS), the New York State Benefits Issuance and Control System (BICS), and other internal systems to complete work assignments.
10. Perform related tasks, as necessary.

ADDITIONAL INFORMATION:

Section 424-A of the New York Social Services Law requires an authorized agency to inquire whether a candidate for employment with child-caring responsibilities has been the subject of a child abuse and maltreatment report.

TO APPLY:

1. Please go to www.cityjobs.nyc.gov or www.nyc.gov/ess for current NYC employees and search for Job ID # 700021.
2. NO PHONE CALLS, FAXES OR PERSONAL INQUIRIES PERMITTED.
3. NOTE: ONLY CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.

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.

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.