Accounts Payable Invoice Assistant

Job Description

Division/Unit: Procurement and Contract Management Unit

Position Title: Accounts Payable Invoice Assistant

Civil Service Title: Community Associate

Salary Range: $53,240 - $56,248

Position Summary:
The New York County District Attorney's Office has an immediate opening for two (2) Accounts Payable Invoice Assistants in its Procurement and Contract Management Unit (PCMU).

In this role, the Accounts Payable Invoice Assistants will review the procurement team's invoices for accuracy and completeness and submit to the Fiscal Department for processing.

Responsibilities include but are not limited to:


* Collect invoices, obtain invoice approvals from end users, attach supporting documents such as receipts and requests.


* Audit invoice pricing and contract terms, confirm vendors are billing in accordance with awarded contracts/Purchase Orders.


* Audit prevailing wage invoices, verify billable hours, attendance sheets, Certified Payroll Reports and Comptroller's prevailing wage rates to ensure complete and accurate submission by vendor(s).


* Follow-up with procurement staff and vendors regarding discrepancies.


* Ensure invoice is complete and accurate for the Fiscal Department.


* Log invoices and payment information in internal databases.


* Reconcile vendor statements on a scheduled basis to ensure accounts are in good standing.


* Facilitate communication between Fiscal and PCMU on invoice matters.


* Perform other job-related duties as required for the Unit.

In addition to the Minimum Qualification Requirements, candidates must possess the following:


* Level 1 - High School Diploma or equivalent with one (1) year of experience.


* Level 2 - High School Diploma or equivalent with two (2) or more years of experience.

Preferred Requirements/Skills:


* Experience with the New York City's Financial Management System (FMS), QuickBooks and Wisetrack preferred.


* Excellent written, verbal, organizational, and communication skills required.


* Must be able to perform under pressure in a fast-paced environment; able to multi-task and meet deadlines.


* Ability to apply critical and strategic thinking.


* Must be extremely detail-oriented, self-motivated, highly organized, resourceful, and reliable.


* Experience culling and analyzing large amounts of data from numerous sources.


* Must be a team player, work well with others and possess excellent communications skills.


* Ability to update and edit existing databases.


* Proficiency in Microsoft Word and Excel required.

How to Apply:


* Apply with a Cover Letter and Resume.

Hours/Shift:


* Weekdays from 9:00 am to 5:00 pm.

Telework available two days per week.

Additional Information:


* Current office employees: To be eligible for a transfer or promotion, staff must have already served at least 1 year in their current unit/bureau/department and be in good standing.

In addition, must ...