Director of Large Contract Payments - NYC JOBS : Job Details

This is a Civil Service position. Please note that only a Permanent city employee serving in the title may apply. Please indicate on your cover letter that you have a permanent Administrative Staff Analyst title - or reachable on the Administrative Staff Analyst list; otherwise you will not be considered for an interview. The New York City Department of Environmental Protection (DEP) protects public health and the environment by supplying clean drinking water, collecting, and treating wastewater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. We deliver 1.1 billion gallons of high-quality drinking water per day to 8.5 million New York City residents and more than 1 million people in Upstate New York, and we collect and treat an average of 1.3 billion gallons of wastewater per day.

The Agency Chief Contracting Office (ACCO) is responsible for managing all agency procurement and payment activity in accordance with all applicable city and state laws and regulations including General Municipal Law, City Charter, local laws such as LL1 for MWBE, Procurement Policy Board Rules and NYC Comptroller Directives. ACCO works cooperatively with DEP's bureaus in support of their operational and programmatic needs including procurement of capital construction and related professional services (design, engineering, and construction management services), maintenance and repair contracts, and a wide array of supply and standard service contracts. In addition, ACCO staff manages agency compliance with vendor performance evaluations, MWBE participation goals, opportunities and requirements, prevailing wage, labor law compliance and vendor management. ACCO processes hundreds of both large and small contracts and thousands of payment transactions procuring about $2 billion in contracts annually.

The Large Contract Payment (LCP) Unit processes all capital and expense-funded payments greater than $250,000, covering construction, design, and professional services contracts. The unit handles approximately 3,800 payments annually, totaling over $1.1 billion. The unit ensures timely and compliant payments in accordance with NYC's Prompt Payment Rules and Comptroller's Directives. Reporting to the Senior Director of Accounts Payable, the Administrative Staff Analyst will lead the LCP Unit. This role oversees a team of eleven who review and process large contract invoices for regulatory compliance and funding availability. Responsibilities include ensuring timely submissions from internal bureaus, assisting in the development of standard operating procedures and performance metrics, and supporting the unit's adherence to prompt payment regulations.

Job duties and responsibilities are outlined below:

• Manage daily operations and direct staff activity to ensure accuracy of payment details in adherence to Comptroller Directives, City policies, and contract terms and conditions.
• Oversee the implementation, auditing and processing of large payments in Procurement Accounting and Tracking (PACT) system, PASSPort and the City's Financial Management System (FMS/3) for payment vouchers.
• Provide excellent customer service; communicate, coordinate, and resolve payment issues with vendors and other stakeholders.
• Utilize data and dashboards to manage timeliness and communicate performance metrics to team.
• Prepare accruals as part of the Year-End-Closing and process the clearing of accruals throughout the fiscal year.
• Reconciliation of retainage accounts in coordination with the NYC Comptroller office on all applicable Capital and Expense contracts.
• Analyze and reconcile payment warrant process, review financial records and supporting documentation for accuracy and completeness; coordinate with payment staff and vendors to initiate corrective actions.
• Ensure proper filing, maintenance, and retention of the payment records and contract documents.