What are the responsibilities and job description for the Vouchering Unit, Supervisor position at NYC Citywide Administrative Services?
DCAS's mission is to make city government work for all New Yorkers. From managing New York City’s most iconic courthouses and municipal buildings, to purchasing over $1 billion annually in goods and services for more than 80 City agencies what we do ensures that all agencies can deliver on their mission. Our reach touches every facet of city government and is instrumental to the successful day-to-day operations of the City of New York.
Our Commitment To Equity, Effectiveness, And Sustainability Guides Our Work Providing City Agencies With The Critical Resources And Support Needed To Succeed, Including
A&A is a Unit within the Financial and Business Management (FBM) Line of Service (LOS). A&A comprises of Accounts Payable (Expediting, Vouchering, Pre-Audit) and Revenue Collections. A&A’s Accounts Payable is responsible for reviewing and processing vendor invoices for payment, ensuring all payments for goods and services provided to the City are accurate, timely, and compliant with all applicable guidelines, including the Comptroller’s directives, the Procurement Policy Board (PPB) rules, and relevant accounting standards. Revenue Collections is responsible for collecting revenue (receivables) for DCAS.
In addition, A&A performs all accounting functions for the agency including management of the agency's bank accounts, producing InfoAdvantage data for fiscal liaisons within DCAS Lines of Service, overseeing credit card payments, providing customer service to vendor agencies, commissions and community boards, and serving as the primary liaison to Financial Information Services Agency (FISA), the Department of Finance and the Office of the Comptroller.
DCAS seeks to hire a Management Auditor who will function as the Vouchering Unit Supervisor of A&A.
Vouchering Unit
The Vouchering Unit within A&A is an important step in the process to ensure vendors are paid fairly and accurately by reviewing extensive invoice packages, often containing 100’s of pages of supporting documents such as purchase orders, payroll reports, contracts, budget data and more. Employees ensure the invoices comply with local procurement laws and accounting standards and have accurate line items such as price and quantity. The review also requires employees to complete mathematical calculations, analysis and updates of multiple databases and computer programs such as FMS, InfoAdvantage, PASSPort and Excel.
The Vouchering unit Supervisor will be responsible for overseeing five Vouchering staff, including onboarding, training, writing performance evaluations, providing regular feedback by documenting individual achievements and plans for improvement, approving timesheets, and other personnel management activities. The Vouchering Supervisor will also distribute work fairly across the team, monitor productivity and ensure deadlines are met.
Responsibilities
Only those permanent in the title of Associate Staff Analyst, or reachable via open competitive list call are eligible to apply.
Please go to www.nyc.gov/jobs, or www.nyc.gov/ess for current NYC employees, and search for Job ID # 719598.
No phone calls, faxes or personal inquiries permitted. Only those candidates under consideration will be contacted.
ASSOCIATE STAFF ANALYST - 12627
Minimum Qualifications
FMS vendor payments, accounting, and budget functions intermediate knowledge of Excel spreadsheets practices and procedures in accounting knowledge of PPB rules, Comptroller Directives, DCAS small purchase procedures, general audit practices, as well as agency and oversight procedures and requirements.
55a Program
This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.
Public Service Loan Forgiveness
As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.
Residency Requirement
New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.
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.
Our Commitment To Equity, Effectiveness, And Sustainability Guides Our Work Providing City Agencies With The Critical Resources And Support Needed To Succeed, Including
- Recruiting, hiring, and training City employees.
- Managing 56 public buildings.
- Acquiring, selling, and leasing City property.
- Purchasing over $1 billion in goods and services for City agencies.
- Overseeing the greenest municipal vehicle fleet in the country.
- Leading the City's efforts to reduce carbon emissions from government operations.
A&A is a Unit within the Financial and Business Management (FBM) Line of Service (LOS). A&A comprises of Accounts Payable (Expediting, Vouchering, Pre-Audit) and Revenue Collections. A&A’s Accounts Payable is responsible for reviewing and processing vendor invoices for payment, ensuring all payments for goods and services provided to the City are accurate, timely, and compliant with all applicable guidelines, including the Comptroller’s directives, the Procurement Policy Board (PPB) rules, and relevant accounting standards. Revenue Collections is responsible for collecting revenue (receivables) for DCAS.
In addition, A&A performs all accounting functions for the agency including management of the agency's bank accounts, producing InfoAdvantage data for fiscal liaisons within DCAS Lines of Service, overseeing credit card payments, providing customer service to vendor agencies, commissions and community boards, and serving as the primary liaison to Financial Information Services Agency (FISA), the Department of Finance and the Office of the Comptroller.
DCAS seeks to hire a Management Auditor who will function as the Vouchering Unit Supervisor of A&A.
Vouchering Unit
The Vouchering Unit within A&A is an important step in the process to ensure vendors are paid fairly and accurately by reviewing extensive invoice packages, often containing 100’s of pages of supporting documents such as purchase orders, payroll reports, contracts, budget data and more. Employees ensure the invoices comply with local procurement laws and accounting standards and have accurate line items such as price and quantity. The review also requires employees to complete mathematical calculations, analysis and updates of multiple databases and computer programs such as FMS, InfoAdvantage, PASSPort and Excel.
The Vouchering unit Supervisor will be responsible for overseeing five Vouchering staff, including onboarding, training, writing performance evaluations, providing regular feedback by documenting individual achievements and plans for improvement, approving timesheets, and other personnel management activities. The Vouchering Supervisor will also distribute work fairly across the team, monitor productivity and ensure deadlines are met.
Responsibilities
- Oversee the Vouchering Unit staff including onboarding, training, writing performance evaluations, providing regular feedback by documenting individual achievements and plans for improvement, approving timesheets, and other personnel management activities.
- Prioritize and assign work fairly across the team, monitor productivity and ensure deadlines are met.
- Troubleshoot issues that staff encounter and escalate accordingly.
- Handle “rush” processing being walked through for immediate check due to critical health or safety expedites as well as the analysis and resolution of issues related to that work.
- Handle high priority payments and payments that must be expedited to avoid penalties.
- Process Release of Retainage documents, monitor interest payments, process Disbursement Request Modifications (DRM) to expedite payments and update various payment tracking reports.
- Coordinate with DOF to issue monthly wire transfers for New York Power Authority.
Only those permanent in the title of Associate Staff Analyst, or reachable via open competitive list call are eligible to apply.
Please go to www.nyc.gov/jobs, or www.nyc.gov/ess for current NYC employees, and search for Job ID # 719598.
No phone calls, faxes or personal inquiries permitted. Only those candidates under consideration will be contacted.
ASSOCIATE STAFF ANALYST - 12627
Minimum Qualifications
- A master's degree from an accredited college in economics, finance, accounting, business or public administration, public health, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school, and one year of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management, or in a related area; or
- A baccalaureate degree from an accredited college and three years of satisfactory full-time professional experience in the areas described in "1" above.
- An associate degree or completion of 60 semester credits from an accredited college and five years of satisfactory full-time professional experience as 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 seven years of satisfactory full-time professional experience as described in “1” above.
- A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma and at least one year of experience as described in “1” above.
FMS vendor payments, accounting, and budget functions intermediate knowledge of Excel spreadsheets practices and procedures in accounting knowledge of PPB rules, Comptroller Directives, DCAS small purchase procedures, general audit practices, as well as agency and oversight procedures and requirements.
55a Program
This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.
Public Service Loan Forgiveness
As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.
Residency Requirement
New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.
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.