City of New York

Job Description

APPLICANTS MUST BE PERMANENT IN THE ADMINISTRATIVE STAFF ANALYST CIVIL SERVICE TITLE OR BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE

The Quality Assurance & Data Analysis Unit within the Division of Accounts Payable (DAP) is responsible for analyzing payment data by DSS program and funding source to generate reports for use in management decision-making, for ensuring adequate availability of funds, and for maximizing reimbursement from the State/Federal government. Provide information to, and interact with, DSS/HRA/DHS programs, external entities, employees, clients, auditors, and oversight agencies to resolve payment-related issues. This unit is also responsible for validating IntraCity payment requests of approximately $111 million annually.

The Director of Quality Assurance & Data Analysis Unit will have full administrative and technical accountability for the planning, organization, and direction of staff and systems within this area.

The Quality Assurance & Data Analysis Unit is recruiting for one (1) Administrative Staff Analyst (NM) to function as the Director of Quality Assurance & Data Analysis Unit who will:

• Direct the preparation of statistical/progress reports for Finance Office executive management staff by extrapolating data from the Bureau's Access database, Paytrace.
• Coordinate the daily and weekly processes of uploading contract, budget, and payment data from FMS InfoAdvantage into Paytrace.
• Supervise the analysis of all payments made by Accounts Payable to identify cumulative expenditures made during the fiscal year. Evaluate whether each budget structure has sufficient available funds to enable payment of current and projected future invoices
• Plan, direct, and monitor the analysis, validation, and review of payments between DSS/HRA/DHS and other City agencies, pursuant to various IntraCity agreements. Direct staff in assessing that IntraCity payment requests are properly authorized and that supporting documents are timely, accurate, and in compliance with the pertinent terms of the agreement (such as responsible DSS/HRA/DHS program area, services to be provided, and payment schedule). As needed, interface by phone, e-mail, or in person with OBA to identify the budget structure to be used for payment and secure the needed encumbrances.
• Supervise the preparation of recurrent analyses and reports containing payment and claiming data for various HASA programs, including congregate and scatter-site housing. Supervise the process of reviewing and reconciling Grant Diversion spreadsheets and preparation of reports.
• Monitor the results of quality assurance ("voucher tracking") activities performed by staff to ensure that payment vouchers are accurate, complete, and in compliance with policies/procedures. Instruct staff to take corrective actions, as necessary.
• Coordinate the Bureau's response to the following types of audits: annual Federal Single Audit; periodic audits by various oversight agencies (such as the Comptroller's Office); and audits by the City's external CPA firm. Verify that the requested payment data is complete and provided in a timely and appropriate manner. Respond to the auditors' inquiries about sampled payments and report issues to Finance Office management.
• Collaborate, interface, and coordinate with DSS/HRA/DHS programs, vendors, clients, employees, and other entities to respond to and resolve payment-related inquiries. Perform corrective action (when necessary). Make recommendations that will enable Accounts Payable to enhance its services.
• Oversee and monitor the Bureau's vendor support functions, which include the preparation of Vendor Name Check documents in FMS (an administrative fee charged to contract vendors), in accordance with the City's Procurement Policy Board (PPB) rules. Research and resolve vendor problems relating to 1099 tax reporting information.

Work Location: 4 WTC/150 Greenwich Street, New York, NY 10007

Hours/Schedule: 9 AM – 5 PM

ADMINISTRATIVE STAFF ANALYST ( - 1002A

Qualifications

1. A master's degree from an accredited college in economics, finance, accounting, business or public administration, 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 closely related field, and two years 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, 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. 18 months of this experience must have been in an executive, managerial, administrative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or

2. A baccalaureate degree from an accredited college and four years of professional experience in the areas described in "1" above, including the 18 months of executive, managerial, administrative or supervisory 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 individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.