Accounts Payable Unit Supervisor

About the role

The Principal Administrative Associate III (Accountable Payable Unit Supervisor) is responsible for supervising a team of payment processors, ensuring efficient and timely delivery of services, and managing internal and external requests. Key responsibilities include:

• Supervising a team of payment processors within the Vendor Payment Unit.
• Distributing tasks, monitoring workload, and ensuring efficient and timely delivery of services to internal and external stakeholders.
• Training 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.
• Aiding the Director in managing internal and external requests and ensuring that all unit operations are carried out in compliance with agency standards.
• Reviewing vendor invoices submitted for payment by vendors or DSS/HRA/DHS program areas; verifying accuracy, proper authorizing signatures, and required documentation prior to processing.
• Time-stamping invoice paperwork and entering invoice information into the Vendor Payment Unit’s payments database; recording the database ID number on each invoice.
• Performing data entry to create vendor payment vouchers using the City’s Financial Management System (FMS) and PASSPort within the prescribed period.
• Conducting quality assurance review of vouchers ensuring thorough review for accuracy, proper approval, and disbursement through FMS within the prescribed period.
• Verifying the completeness and accuracy of payment information by reconciling data in the Bureau’s Access database (Paytrace) against PASSPort and FMS.
• Ensuring that invoices and contracts are properly entered in Paytrace, the unit’s internal tracking system.
• Running regular Paytrace reports to locate duplicates, errors, and other payment issues.
• Filing and/or scanning 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.
• Maintaining the unit’s offline payment records on scanned documents.
• Monitoring scanning and indexing of vouchers in HRA One Viewer and indexing systems.
• Preparing a daily log of invoices processed within the Vendor Payment Unit.
• Creating regular and ad hoc reports for management and external partners relating to payments processed by the unit.
• Providing requested documentation to internal and external auditors for ongoing audits.
• Responding to inquiries from DSS/HRA/DHS management and maintaining liaison with program offices and outside vendors to resolve issues concerning payments.
• Providing assistance to ancillary units in BAP; retrieving invoices and vouchers for auditors and the Claiming Unit as requested.

Qualifications

• 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.
• 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.
• 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.