Payment / Invoicing Coordinator
: Job Details :

Company DescriptionJob Description ONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE STAFF ANALYST TRAINEE CIVIL SERVICE LIST ARE ELIGIBLE TO APPLY. Division/Program Summary Description: The Bureau of Facilities Planning and Administrative Services provide critical and comprehensive support to the Division in the areas of fiscal and personnel administration, contract administration, facilities planning and space management, customer service, Travel Desk services, materials management, and fleet management. The Bureau develops relevant procurement and fiscal strategies to meet the logistical needs of the Agency so we can function effectively and ensure quality delivery of public health services to all New Yorkers. Position Summary: Working under the supervision of the Resource Management Associate, with overall direction from the Director of Resource Management, the Staff Analyst Trainee will independently and collaboratively work closely with the Admin. contract unit, purchasing team, Office of Budget Administration, ACCO's Office, and fiscal management to support the development and oversight of service contracts and purchase requisitions. The role of the Staff Analyst Trainee will involve tracking proposals, funding requests, and contract expenses, while ensuring accurate processing of vendor invoices and purchase orders. The Staff Analyst Trainee will be required to meet regularly with assigned vendors, provide training as needed, and prepare financial and budget reports. Tasks will include, but not be limited to assisting the FPAS Payment team, and Project Managers with collaborating on large projects any various additional tasks required to meet FPAS goals. Job Duties and Responsibilities: -Provide research to support the development of various types of service contracts and purchase requisitions. Liaison with Administration's contract unit to ensure the continuation of contracts are in place. -Work collaboratively with ACCO/Purchasing, OBA, Fiscal Management to ensure oversight approvals for procurement, budgetary, and payment actions. -Monitor and update in-house tracking systems to track and ensure accuracy of new proposals, funding requests, invoice status, encumbrance spenddowns, and contract spenddowns. -Collaborates as part of a team to complete large and complex tasks and projects. -Utilize DOHMH and City financial systems such as OES, PAYRS, Contrak Purchasing, Passport, etc. -Other additional hoc assignments as deemed necessary by management personnel. -Conduct regularly scheduled meetings with assigned vendors. -Provide training on an as-needed basis to assigned vendors. -Auditing and processing vendor invoices for accuracy and contract payment compliance -Process Purchase Orders to completion as needed by the Project Management team. -Responsible for sourcing funding needs to authorize vendor services. -Provide detailed financial and budgetary reports and analysis. Why you should work for us: -Benefits: City employees are entitled to unmatched benefits such as: oa premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment. oadditional health, fitness, and financial benefits may be available based on the position's associated union/benefit fund. oa public sector defined benefit pension plan with steady monthly payments in retirement. oa tax-deferred savings program and oa robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers. -Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home. -Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work. Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise. Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers! Commitment to Equity: 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. The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at ...@health.nyc.gov or 347-###-####. Qualifications A baccalaureate degree from an accredited college. 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.