Payment Voucher Supervisor

About the role

*APPLICANTS MUST BE PERMANENT IN THE ADMINISTRATIVE MANAGER NM CIVIL SERVICE TITLE OR BE PERMANENT IN A COMPARABLE TITLE. (INCUMBENTS ONLY)

The New York City Department of Probation is dedicated to improving public safety by supporting individuals on probation. DOP uses research-based practices to supervise and support people on probation and help prevent further interactions with the justice system. By expanding access to education and gainful employment opportunities, healthcare, family supports, and civic engagement, DOP empowers New Yorkers under their supervision to lead safe and thriving lives.

The Payment Voucher Supervisor, under the direction of the Deputy Director of Vouchering & Payments is responsible for overseeing the daily operations of the agency's payment voucher processing function. The position supervises staff responsible for reviewing, processing, and monitoring payment vouchers, invoices, and related payment documentation to ensure payments are accurate, properly authorized, and processed in accordance with NYC rules, policies, and procedures.

Payment Voucher Supervisor Duties and Responsibilities

• Supervise, assign, review, and approve the work of payment voucher staff to ensure accurate, timely, and efficient processing of payment activities.
• Oversee the review and processing of invoices, payment vouchers, and supporting documentation to ensure payments are properly supported, authorized, accurate, and in compliance with applicable City fiscal and procurement requirements.
• Monitor outstanding, pending, and rejected payment vouchers and requests to ensure timely resolution and processing within established operational deadlines.
• Identify, investigate, and resolve payment discrepancies, rejected vouchers, exceptions, and other payment-processing issues, including escalated vendor and agency payment matters.
• Coordinate with Procurement, Budget, Program, and other agency units to resolve payment-related issues, obtain required information or approvals, and facilitate timely processing of payments.
• Monitor staff workload and assignments, redistribute work as necessary, and maintain adequate staffing coverage to meet operational requirements and deadlines.
• Train, guide, and provide technical assistance to staff regarding payment voucher processing, fiscal procedures, procurement requirements, and applicable City financial systems.
• Maintain accurate records, tracking logs, and reports concerning payment voucher activity, pending transactions, outstanding issues, and other payment-related operations.
• Monitor purchase orders and contracts, including outstanding encumbrances, registrations, balances, and related payment activity, and follow up on transactions requiring additional action.
• Monitor the welfare cash fund, personal expense fund, and petty cash fund to ensure transactions are properly documented, accounted for, and maintained in accordance with applicable requirements.
• Review bank statements and bank reconciliations and follow up on discrepancies or outstanding items requiring corrective action.
• Prepare and/or oversee financial closeouts and accruals and ensure required payment and fiscal information is submitted within established deadlines.
• Order, manage, monitor, and track OMNY card inventory and usage to ensure adequate inventory and appropriate accountability.
• Communicate potential problems, discrepancies, operational concerns, and the status of pending assignments to management and recommend appropriate corrective actions or solutions.
• Perform other related duties and responsibilities as assigned.

Qualifications & Requirements

• A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
• An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
• A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
• Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.