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ACCOUNTS PAYABLE SPECIALIST

ACCOUNTS PAYABLE SPECIALIST

  1. OFFICE OF EMERGENCY MANAGEMENT
Posted on: 06/19/2024
  1. Full-time

Location

BROOKLYN

  1. No exam required

Department

Office of the Chief Financial

$68,428.00 – $68,428.00

Job Description

New York City Emergency Management (NYCEM) helps New Yorkers before, during, and after emergencies through preparedness, education, and response. NYCEM is responsible for coordinating citywide emergency planning and response for all types and scales of emergencies. We are staffed by more than 200 dedicated professionals with diverse backgrounds and areas of expertise, including individuals assigned from other City agencies.

NYCEM’s Finance Office is responsible for the oversight, management, accounting, and reporting of all agency funds, as well as the procurement planning, development, implementation, and management of all agency contracts.

The Accounts Payable Unit completes payments for all incoming invoices for the agency’s day-to-day activities and all emergency activations, oversees end-of-year tasks to close out the fiscal year, which includes that all invoices processed before the end of the fiscal year deadline, reviews reimbursement packages, and supports approved agency travel requests.

New York City Emergency Management is looking for an innovative person with a background in accounts payable/receivable, budgeting, or other administrative work to join the Office of the Chief Financial Officer and work within the Finance Unit. The Accounts Payable Specialist will be responsible for aiding with all aspects of accounts payable as well as providing general administrative support to the unit.

Duties include:
- Performing accounts payable actions in NYC’s Financial Management System (FMS) and Procurement and Sourcing Solutions Portal (PASSPort)
- Collecting and organizing necessary paperwork to process payment via the Accounts Payable inbox
- Creating payment vouchers for approval
- Communicate with vendors and other external parties (i.e. other city agencies) in a time sensitive manner
- General administrative work including scanning, copying, and file management
- Assisting with out-of-town travel and reconciliation of end of the month travel statement
- Assisting with placing orders for Emergency Operations Center (EOC) activations or meetings

The selected candidate will be assigned to the periodic Emergency Operations Center team and will be expected to work non-business hours during emergencies. The selected candidate will also participate in drills and exercises, assist with Ready NY presentations to external groups, and will undertake special projects as assigned.

**PLEASE NOTE THE FOLLOWING:

- The selected candidate will be assigned to an on-call Emergency Operations Center (EOC) team and will be expected to work non-business hours during some emergencies. These non-business hours include nights, weekends, holidays, and extended week hours outside of a 9AM-5PM schedule. The selected candidate will also participate in trainings to build skills and competencies in emergency response; will participate in drills and exercises associated with the on-call EOC team; and may volunteer to assist with Ready NY emergency preparedness presentations to external groups. EOC teams are on call for three weeks at a time, with six weeks off in between.

- UASI- This position is grant funded through 8/24/2024 with the possibility of an extension.

- IN ORDER TO BE CONSIDERED FOR THIS JOB, PLEASE SUBMIT A SEPARATE COVER LETTER IN THE ATTACHMENTS SECTION OF THE APPLICATION PORTAL.


Minimum Qualifications

1. 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 in one or a combination of the following: emergency management, fire, police, or military service, public safety, public health, public administration, urban planning, engineering, or another specialized area to which the appointment is to be made; or

2. A baccalaureate degree from an accredited college and two years of satisfactory full time professional experience in the areas listed in "1" above; or

3. A master's degree from an accredited college in emergency management, public administration, urban planning, engineering, economics, political science, the physical sciences ,or related field and one year of satisfactory full-time professional experience in the areas listed “1" above, at least two years of which must have been in one of those areas, or another specialized area to which the appointment is to be made.

4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must have a four-year high school diploma or its educational equivalent.

Special Note:
To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, one additional year of professional experience as described in ""1"" above.


Preferred Skills

- Excellent verbal and written communication skills - Experience with Microsoft Excel and Microsoft Word - Experience with the City’s Financial Management System (FMS) - Experience with the City’s new PASSPort System - Experience with City’s FMS reports (InfoAdvantage) - Ability to work well under pressure - Excellent meeting and time management skills - Ability to maintain a high level of accuracy in preparing and entering financial information - Good organization and willingness to perform general administrative duties - Detail oriented **Studies have shown that women, people of color, and other under-represented groups are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are interested in finding the best candidate for the job and will consider any equivalent combination of knowledge, skills, education, and experience to meet qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.**
Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.
Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.
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.

Job ID

637902

Title code

94612

Civil service title

EMERGENCY PREPAREDNESS SPECIAL

Title classification

Non-Competitive-5

Business title

ACCOUNTS PAYABLE SPECIALIST

Posted until

2024-07-18

  1. Experienced (non-manager)

Number of positions

1

Work location

165 Cadman Plaza East

  1. Administration & Human Resources
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