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Job Description

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $75,971 - $100,958.

THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE.

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community.

The ACS Division of Financial Services (DFS) is responsible for supporting, planning, implementing, and monitoring the fiscal functions of the agency in accordance with City, State and Federal guidelines. The work of DFS includes managing the ACS budget; submission of monthly claims for revenue; processing of payments to provider agencies and vendors; monitoring the financial health of provider agencies through financial review and audits; maintenance of the ACS bank accounts; centralized oversight of ACS Child Welfare financial eligibility; and data maintenance for financial systems of record.

The DFS Human Services Payments unit processes over 3,390 payments across nearly 300 contracts; including Preventive, Family Enrichment Centers (FEC), Homemaking, Community Partnerships, Parent Advocate, Analytic, Limited Secure Placement (LSP), Non-Secure Detention (NSD), Non-Secure Placement (NSP) Aftercare and other DYFJ human services contract payments. These programs are complex and require expedient processing of invoicing. Payment Analyst staff work closely with contracted providers and internally in ACS with team leaders across Divisions.

The Procurement and Sourcing Solutions Portal (PASSPort) is the centralized procurement and contract financial management tool for New York City's Client and Community Service providers. Providers can submit proposals and manage their financial transactions with the City electronically.

The Human Services Director reports directly to the Human Services & DYFJ Payments Executive Director and is responsible for ensuring that all reviewed and reconciled documentation meets required standards.

Typical duties include but are not limited to:

- Provide supervisory oversight for the HHS payments team for administrative needs, Time and Leave, individual and group supervision, professional development, annual performance evaluations and monitor leave to ensure adequate coverage.

- Responsible for quality assurance and overall PASSPort business process in regard to identifying and implementing systemic approaches to timely payments, standardization of business processes and implementing efficiencies to payment processes.

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- Responsible for calculating the advances and recoupments for all applicable contracts for the HHS payment team and the recoupment schedule through the whole fiscal year.

- Review invoices to determine the proper reconciliation and payment amounts.

- Final approves all the payments in the unit with due diligence and accuracy on PASSPort.

- Work cross divisionally within ACS’s contract management to ensure DPS/PPM, Children’s Center, External Affairs, CPP, CFWB, DYFJ, External Affairs, SIP and FFC invoices are processed, and payments are made within the MOCS timeframes.

- Prepare and maintain payment analysis report in excel spreadsheet to document fiscal activities for management review and analysis.

- Monitor and maintain fiscal year closeouts in accordance with the audit department.

- Troubleshoot fiscal discrepancies relating to invoices by identifying errors, researching relevant documents in FMS-3 involving follow up with program areas making critical decisions on corrective actions.

- Provide technical assistance across divisions to contract management teams to troubleshoot PASSPort and contract management issues.

- Provide technical assistance to providers regarding PASSPort, cash flow issues, budget submission/modifications, and ACS policies and procedures.

- Support the Executive Director in the functioning of the unit and seek to identify key areas of opportunity, integration, innovation, need or improvement across the unit, to help meet the HHS team meet programmatic goals and priorities.

ADDITIONAL INFORMATION:

Section 424-A of the New York Social Services Law requires an authorized agency to inquire whether a candidate for employment with child-caring responsibilities has been the subject of a child abuse and maltreatment report.

TO APPLY:

- Please go to www.cityjobs.nyc.gov or www.nyc.gov/ess for current NYC employees and search for Job ID #714920.

- NO PHONE CALLS, FAXES OR PERSONAL INQUIRIES PERMITTED

- NOTE: ONLY CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Qualifications

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.

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.

Salary Min: $ 66,062.00

Salary Max: $100,958.00