Accounts Payable Unit Supervisor

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE
Family Independence Administration (FIA) provides temporary help to individuals and families with social service and economic needs to assist them in reaching self-sufficiency via essential and diverse programs/services, such as temporary cash assistance, SNAP, childcare, eviction prevention services, adult protective services, job training, employment plans/support, domestic violence assistance, child support enforcement, etc.
Under the direction of the Deputy Director of the SNAP Benefits Error Resolution Unit (BERU) with considerable latitude, the Quality Control Case Reviewer is responsible for conducting quality control and compliance reviews of SNAP cases to ensure accurate eligibility determinations, benefit calculations, and proper documentation in accordance with federal, state, and agency policies.
The role involves performing detailed monthly case reviews across multiple transaction types, identifying errors and discrepancies, and preparing audit-related summaries, records, and corrective action memorandums. The position also supports audit readiness by validating review samples, ensuring required documentation is complete, and coordinating materials for internal and external audits. In addition, the role evaluates SNAP policies, procedures, and desk aids to identify gaps or inconsistencies, reports findings to management, and collaborates with supervisors and eligibility staff to resolve compliance issues. The position contributes to continuous improvement efforts by helping develop and deliver training aimed at reducing error rates and strengthening program integrity.
The Office of Fiscal Operations is recruiting one (1) Principal Administrative Associate III to function as an Accounts Payable Unit Supervisor who will:
- Supervise a team of payment processors within the Vendor Payment Unit, including distributing tasks, monitoring workload, and ensuring efficient and timely delivery of services to internal and external stakeholders.
- Train staff in processing and preparing payment vouchers and analyzing payment documents in accordance with the Comptroller’s directives, MOUs, and internal policies and procedures within service-level agreements.
- Assist the Director with managing internal and external requests and ensuring that all unit operations are carried out in compliance with agency standards.
- Review vendor invoices submitted for payment by vendors or DSS/HRA/DHS program areas; verify accuracy, proper authorizing signatures, and required documentation prior to processing.
- Time-stamp invoice paperwork and enter invoice information including date, vendor name, invoice amount, and service period into the Vendor Payment Unit’s payments database; record the database ID number on each invoice.
- Perform data entry to create vendor payment vouchers using the City’s Financial Management System (FMS) and PASSPort within the prescribed period.
- Perform quality assurance review of vouchers ensuring they are thoroughly reviewed for accuracy, properly approved, and disbursed through FMS within the prescribed period.
- 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. Prepare a daily log of invoices processed within the Vendor Payment Unit.
- Create regular and ad hoc reports for management and external partners relating to payments processed by the unit. Provide requested documentation to internal and external auditors for ongoing audits.
- Respond to inquiries from DSS/HRA/DHS management and maintain liaison with program offices and outside vendors to resolve issues concerning payments. Provide assistance to ancillary units in BAP; retrieve invoices and vouchers for auditors and the Claiming Unit as requested.
Hours/Shift: 9:00 am to 5:00 pm
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.