Payment Processor

Job Description

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $53,370.00 - $61,376.00

THESE POSITIONS ARE 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, 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 Health and Human Services Payment units are responsible for ensuring that all agency contract, subsidy, and administrative payments are issued to contracted vendors in a timely manner and in accordance with governing directives so that critical services are provided to children and families served by ACS. The HHS-PASSPort Payments unit’s scope includes processing payments to 94 vendors on more than 319 contracts through the MOCS Procurement and Sourcing Solutions Portal (PASSPort). These programs are complex and require expedient processing of invoicing. Payment types include Preventive Agencies; Non-Secure Detention (NSD); Non-Secure Placement (NSP); NSP Aftercare; Limited Secure Placement (LSP), Community Partnerships; Parent Advocate, Child Welfare Consultant Contracts, and Discretionary Contracts. Payments processed by the HHS-PASSPort Payment Services Unit total more than $319 million annually.

The Payment Processor for HHS-PASSPort Payments is responsible for processing payments to contracted Human Services-directed vendors through the PASSPort portal. The Payment Processor will report directly to the HHS-PASSPort Payment Services Unit Supervisor and is responsible, with considerable latitude for independent action or decision, for reviewing and reconciling all documentation submitted to ensure they meet Agency, State, and Federal regulations and meet citywide directives and Procurement Policy Board rules requiring timely processing of invoices.

The Payment Processor will utilize various ACS payment systems tools such as PASSPort, PMRS, BICS, WMS,, FMS3, and Microsoft Excel to format templates and update spreadsheets to generate unit reports. This position is critical in ensuring the timely and accurate payments to contracted foster care providers.

Typical duties include but are not limited to:

- Process approved invoices and payments in PASSPort, and FMS timely and accurately, across the various levels within the system.
- Responsible for ensuring the prior month service invoice was submitted, checking the encumbrance in FMS to confirm there is enough funds to cover the payment, requesting encumbrance from budget if inadequate funds for payment, confirming invoice services dates match dates in the products/services section, confirming the sub-budget line is itemized, and recoupment of advances and/or bridge loans using the invoice as repayment, if applicable.
- Responsible for ensuring the prior month invoice was approved and entering the payment amount into the correct commodity line with the corresponded budget code and report category.
- Provide technical assistance to internal and external stakeholders, surrounding the issuance of payments to providers and vendors.
- Ensure supporting documentation (when applicable is submitted), and ensure funding is available and encumbered.
- Report discrepancies and issues to the Executive Director and / or Division leadership.
- Liaise with internal departments, regarding the encumbrance of additional finds; returning invoices and payments to appropriate level(s) in PASSport; troubleshooting issues with invoices and payments, etc.
- Liaise with providers and vendors, addressing questions and concerns surrounding the timely processing of invoices and payments.
- Utilize computer systems and programs such as the PASSPort, New York City Financial Management System (FMS), the New York State Benefits Issuance and Control System (BICS), and other internal systems to complete work assignments.
- Performs related


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