Invoice & Financial Coordinator

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $62868.00 - $72298.00

The Administration for Childrens 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 juvenile justice ACS oversees detention placement and programs for youth in the community.

The Division of Administration provides a wide range of support services throughout ACS to ensure all Divisions receive adequate and efficient support services to carry out their respective missions. The Division of Administration (Admin) employs approximately 463 public employees. Admin manages a Personnel Services (PS) Budget of approximately $29M and an Other Than Personnel Services (OTPS) Budget (OTPS) of $140M. It provides services including building maintenance real estate design construction management facilities and custodial services occupational safety and health operational support security transportation and print production.

The Office of the Chief Operating Officer (COO) provides high-level administrative and analytical operational support to the Division of Administration. The Office of the COO is responsible for supporting the development and implementation of short-term plans and long-term organizational strategies for the Division factoring in all projects and plans approved by the Deputy Commissioner. The Office manages the $75M Other Than Personnel Services (OTPS) Budget for all Divisional contracts and finances for the Division to effectively manage contracts and deliver operational goods and services.

What were looking for:

Reporting to the Director of Financial Quality Assurance (FQA) the Invoice & Financial Coordinator will support the Division of Administrations contract management staff to initiate and reconcile requests for goods and services and invoice payment in PASSPort and AIPTM. The FQA is an efficiency support team that serves as a centralized support team for all Contract Managers within the Division of Administration. The Coordinator will be responsible for ensuring continuous movement of the Divisions purchasing activities and invoices through the PASSPort and AIPTM systems. This includes liaising with internal and external stakeholders for the timely processing of orders approval of invoices and tracking of all activities initiated in PASSPort and AIPTM.

Responsibilities include the following:

- Develop and maintain tools to track reconcile and expedite payments for goods and services processed through Passport and AIPTM systems.
- Collaborate with the Director of IMR to address invoice discrepancies improve workflows and ensure timely processing of invoices.
- Make purchasing requisitions in the Passport system and manage invoice closeouts.
- Serve as a liaison between vendors the IMR team and other administrative units to resolve payment delays and ensure seamless operations.
- Prepare spreadsheets and detailed reports to support financial tracking and analysis.
- Provide accurate reporting and analysis of payment trends to guide decision-making within the Division of Administration.
- Respond to inquiries from vendors contractors and program staff regarding payment and contract-related issues.
- Coordinate with the Budget Team to manage encumbrances and provide technical assistance as needed.
- Ensure compliance with financial and procurement regulations during invoice and contract processing.
- Proactively identify and propose innovative solutions to address inefficiencies in invoice reconciliation and payment processes.


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 or for current NYC employees and search for Job ID # 766603.
- NO PHONE CALLS FAXES OR PERSONAL INQUIRIES PERMITTED.
- NOTE: ONLY CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.

COMMUNITY COORDINATOR - 56058

Qualifications :

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
3. Education and/or experience which is equivalent to 1 or 2 above. However all candidates must have at least one year of experience as described in 1 above.

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 individuals sex race color ethnicity national origin age religion disability sexual orientation veteran status gender identity or pregnancy.

Remote Work :

No

Employment Type :

Full-time