VENDOR PAYMENT PROCESSOR

Job Description

APPLICANTS MUST BE PERMANENT IN THE CLERICAL ASSOCIATE CIVIL SERVICE TITLE OR BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE

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. The Vendor Payment Unit (VPU) within the Bureau of Accounts Payable (BAP) 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 Finance Office/Fiscal Operations/ Bureau of Accounts Payable (BAP) is recruiting for one (1) Clerical Associate IV position to function as a Vendor Payment Processor in the Vendor Payment Unit (VPU) who will:

- Receive and log in invoice directed to the Vendor Payment Unit by outside vendors and DSS/HRA/DHS program areas; time-stamps invoice paperwork; enter invoice information including in date, vendor, invoice amount, and service period into the Vendor Payment Unit’s payments database; record database ID number on invoice.

- Review vendor invoices that are submitted for payment by vendors or DSS/HRA/DHS program areas, ensure accuracy, proper authorizing signatures, and required documentation, to ensure that invoices.

- File completed payment packages, including invoices, related vouchers, and related backup documents in file cabinets in accordance with the Vendor Payment Unit’s filing system, ensure that payment packages are filed with the correct vendor’s name and contract number; maintain distinction among fiscal years.

- Scan and Index payment vouchers and other supporting documents to the HRA One viewer.

- Perform data entry to create vendor payment vouchers, using the City’s Financial Management System (FMS), Passport, PayTrace, and CARES within the prescribe period.

- Prepare daily log of invoices processed within the Vendor Payment Unit.

- Review vendor invoices that are submitted for payment by vendors or HRA program


- Review and process payments in Passport.

- Apply first (1st) level approval to vouchers as directed by supervisors.

- Monitors/Control workload in the absence of the supervisor; plans and distribute work assignments to clerical staff.

- Retrieve invoices and vouchers for Auditors and Claiming Unit.

Work Location: 4 World Trade Center, New York, NY
Hours/Schedule: 9 to 5

CLERICAL ASSOCIATE - 10251

Qualifications

Qualification Requirements
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
Skills Requirement
Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

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.