Invoice and Financial Analyst

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $60,549.00 - $69,631.00

THESE POSITIONS ARE ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF STAFF ANALYST.

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 Division of Administration (The Division/Admin) engages in a wide range of activities throughout the agency to ensure all Divisions receive essential support and services to carry out their respective missions. Admin works collaboratively with many program areas offering internal resources and support necessary to function efficiently and effectively. The Division employs approximately 290 public employees and provides services including but not limited to building maintenance, food and nutrition 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 we’re looking for:

The New York City Administration for Children’s Services (ACS) is seeking a motivated and detail-oriented candidate to serve as Invoice and Financial Analyst within the Financial Quality Assurance Unit. The selected candidate will play a vital role in supporting one of the nation’s premier children’s services agencies, committed to strengthening New York City’s families and serving its 1.8 million children.

Becoming an Invoice and Financial Analyst with ACS provides an opportunity to contribute to the well-being of New York City’s children and families while developing your career in a dynamic, mission-driven environment.

Reporting directly to the Deputy Director of Financial Quality Assurance, the Invoice and Financial Analyst will support the Invoice Management and Reconciliation (IMR) team to ensure the accurate reconciliation and timely payment of goods and services requests via Passport and AIPTM systems. The selected candidate will develop and maintain tracking tools to streamline payment processing and will work closely with the Director of IMR to improve efficiency and vendor relations. The IMR team functions as a centralized efficiency support unit within the Division of Administration, responsible for invoice processing and fostering vendor relations to optimize payment workflows and ensure compliance with procurement guidelines.

What you’ll do:

The Invoice and Financial Analyst will be responsible for developing tracking tools to ensuring continuous movement of the Division's purchasing activities through the Passport and AIPTM systems. This includes timely processing of orders, approval of invoices, and tracking of all activities initiated in Passport and AIPTM.

The 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 www.cityjobs.nyc.gov or www.nyc.gov/ess for current NYC employees and search for Job ID # 700632.
- NO PHONE CALLS, FAXES OR PERSONAL INQUIRIES PERMITTED.
- NOTE: ONLY CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.

STAFF ANALYST - 12626

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 Juris Doctor degree from an accredited law school; or

A baccalaureate degree from an accredited college and two years of satisfactory full- time professional experience working in one or a combination of the following areas: 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.

An associate degree or completion of 60 semester credits from an accredited college and four years of satisfactory full-time professional experience as described in "2" 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 six years of satisfactory full-time professional experience as described in "2" 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.

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.