Payment Coordinator

Company Description

Job Description

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high-quality drinking water, managing wastewater and stormwater, 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. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system's 2,000 square mile watershed that extends 125 miles north and west of the city.

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 ACCO consists of ten (10) organizational groups : Competitive Sealed Bids, Procurement Administration, Technology Development & Innovation, Contract Administration, Contract Compliance and Opportunities, Purchasing Management, Payments & Accounting, Contracts Review and Negotiations, Large Payments and Accounting Management, and the Process Optimization & Change Management group.

The Payments and Accounting unit is responsible for processing capital and general expense funded contract payments for micro purchases; goods; services; fuels; chemicals; taxes; leases; land acquisitions; and miscellaneous payments. PAO processes an average of 30,000 invoices each fiscal year, with an aggregate value of $500 Million dollars, through the City's Financial Management System (FMS) and Procurement and Sourcing Solutions Portal (PASSPort); payment updates are available on the Small Purchase and Contract Tracking (sPACT). PAO liaises between the Agency's 21 operational and support bureaus, and vendors to resolve issues relating to payments, while adhering to the Prompt Payment section of the Procurement Policy Board (PPB) Rules and the NYC Comptroller's Directives.

The Payment Coordinator will play a key role in supporting vendor relations and ensuring the timely and accurate processing of payments related to vendor and procurement activities. This position serves as a liaison between vendors, operating bureaus, and procurement units to promote efficiency, transparency, and accountability in fiscal operations.

Job duties and responsibilities are outlined below :

• Coordinate vendor payment activities to ensure information is accurately entered and maintained in the Small Procurement and Contract Tracking (sPACT) system. Review entries for completeness, resolve discrepancies, and ensure the integrity of financial data.
• Engage with vendors and Operating Bureaus to collect required documentation, respond to inquiries, and ensure payment packages comply with Comptroller Directives, Procurement Policy Board (PPB) Rules, and Agency Standard Operating Procedures.
• Collaborate with fiscal and procurement staff to prepare and process payment vouchers in the City's Financial Management System (FMS). Confirm that purchase orders, invoices, and receiving reports are complete, accurate, and properly authorized.
• Track and reconcile vendor payments by reviewing invoices, verifying funding availability, and coordinating with internal teams to resolve discrepancies or outstanding issues.
• Monitor payment statuses and proactively follow up with vendors to communicate updates, resolve issues, and ensure timely processing.
• Prepare financial and procurement reports to support agency transparency and accountability efforts. Review ledger balances, track expenditures, and maintain accurate fiscal documentation.
• Support vendor outreach and engagement to resolve issues and improve functionality within the PASSPort system.
• Respond to vendor inquiries regarding payment status and PASSPort issues, serving as a visible, customer facing representative to strengthen communication and service delivery within the division.

COMMUNITY COORDINATOR - 56058

Qualifications

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or

2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or

3. Education and / or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

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.