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Job Information

City of New York PAYMENT SPECIALIST in New York, New York

Job Description

On your cover letter, indicate that you have a permanent procurement analyst title -or- Reachable on the procurement analyst list. Otherwise you will not be considered for an interview.

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the City.

The Agency Chief Contracting Office ACCO is responsible for managing all agency procurement and payment activity in accordance with all applicable city and state laws and regulations including General Municipal Law, City Charter, local laws such as LL1 for MWBE, Procurement Policy Board Rules and NYC Comptroller Directives. ACCO works cooperatively with DEP’s bureaus in support of their operational and programmatic needs including procurement of capital construction and related professional services (design, engineering, and construction management services), maintenance and repair contracts, and a wide array of supply and standard service contracts. In addition, ACCO staff manages agency compliance with vendor performance evaluations, MWBE participation goals, opportunities and requirements, prevailing wage, labor law compliance and vendor management. ACCO processes hundreds of both large and small contracts and thousands of payment transactions procuring about $2 billion in contracts annually. The ACCO consists of nine (10) organizational groups: Competitive Sealed Bids, Procurement Administration, Technology Development & Innovation, Contract Administration, Contract Compliance and Opportunities, Purchasing Management, Payments & Accounting, Contracts Review and Negotiations, Large Payments and Accounting Management, and the Process Optimization & Change Management group.

The Payments and Accounting Office (PAO) is responsible for processing capital and general expense funded contract payments for micro purchases; goods; services; fuels; chemicals; taxes; leases; land acquisitions; and miscellaneous payments. PAO processes an average of 30,000 invoices each fiscal year, with an aggregate value of $500 Million dollars, through the City’s Financial Management System (FMS) and Procurement and Sourcing Solutions Portal (PASSPort); payment updates are available on the Small Purchase and Contract Tracking (sPACT). PAO liaises between the Agency’s 21 operational and support bureaus, and vendors to resolve issues relating to payments, while adhering to the Prompt Payment section of the Procurement Policy Board (PPB) Rules and the NYC Comptroller's Directives.

The Payments Specialist will be responsible for analyzing, archiving and retrieval of payment vouchers and payment related documentation

Job Tasks/Duties:

  • Analyze payment documents to review calculations of items being invoiced, process payments using funds allocated for specific goods or services,

    ensure that sufficient funding is available to process payments in a timely manner

  • Ensure payment information is entered into the Small Procurement Automated Contract Tracking (sPACT) System Database in a timely manner. Ensure information is maintained and free

    of errors and/or missing information; errors are brought to the attention of the supervisor.

  • Create analytical reports and work with vendors to rectify any discrepancies.

  • Ensure payment vouchers are prepared, corrected and accepted in a timely manner.

  • Maintain the voucher files and assist with archiving requests.

  • Assist the unit supervisor with daily operations and management of the electronic invoicing system to ensure information is updated accurately; liaise with the bureaus to resolve any discrepancies, which will enable small purchase payments to be processed within the allowable time frame.

Qualifications

  1. A baccalaureate degree from an accredited college and six months of satisfactory full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or

  2. An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in “1” above; or

  3. A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in “1” above; or

  4. A combination of education and/or experience equivalent to “1”, “2”, or “3” above. College education may be substituted for professional experience under “2” or “3” above at the rate of 30 semester credits from an accredited college for 6 months of experience. However, all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in “1” above.

SPECIAL NOTES:

To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in "1" above.

To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in "1" above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.

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.

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