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City of New York · 8 hours ago

PRINCIPAL ADMINISTRATIVE ASSOCIATE - CONTRACT PAYMENTS

New York City, NY

Full-time

Onsite

Senior Level

5+ years exp

City of New York is seeking a Principal Administrative Associate for the Contracts Payment Unit within the Department of Transportation. The role involves verifying invoice payment requests, processing vendor invoices, and ensuring compliance with agency requirements and mandates.

GovernmentLegalPublic Relations

No H1B

Responsibilities

Verifying the accuracy and completion of invoice payment request documents and the supporting backup documents for payment

Utilize the City’s Financial Management System (FMS3) and the Procurement and Sourcing Solutions Portal (PASSPort) to process vendor invoices for goods and services

Log and track invoices in the unit s internal tracking database

Pre-audit voucher payment packages to ensure that they contain all necessary supporting documentation

Monitor payments for errors, either approving the payment package or returning the package to the preparer for necessary corrections and resubmission

Review Requirements Contracts, timesheets, material cost sheets and contract specifications before approving payments to ensure conformity to the agency's requirements and Federal/State/City mandates

Prepare reports for managerial and budgetary review

Qualification

Administrative experienceSupervisory experienceFinancial Management System (FMS3)ProcurementSourcing Solutions Portal (PASSPort)Report preparation

Required

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

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