Administrative Officer (Director of Financial Administration) - VID 226661

Reporting to the Deputy Commissioner of Operations, the incumbent will provide leadership and oversight for key agency financial functions. The individual will serve as the primary liaison to OGS Finance, the Business Services Center (BSC), and the Office of the State Comptroller (OSC), coordinating financial activities, resolving issues, and ensuring compliance with applicable fiscal requirements. The position will oversee ABC/SLA financial workflows, and current and future front end system financial reconciliation activities. The incumbent will help develop and implement reconciliation procedures and controls as new front end systems and payment processes are introduced, ensuring accurate, complete, and timely financial data across agency systems. The incumbent will also establish and maintain budgetary controls across all agency bureaus, monitor expenditures, identify spending trends and potential budget concerns, and regularly provide executive leadership in support of informed decisions.

Duties include, but are not limited to, the following:

• Manage and coordinate daily, weekly, and monthly reconciliation of agency financial transactions across multiple payment channels and financial systems.
• Oversee reconciliation activities involving credit card payments, electronic bank payments, ACH transactions, remote check deposits, lockbox activity, refunds, adjustments, and other agency revenue transactions.
• Review payment discrepancy reports; research and resolve missing, duplicate, rejected, misapplied, and refunded transactions.
• Monitor outstanding payments and coordinate appropriate follow-up, collection, and resolution activities.
• Analyze refund activity and oversee refund processing, reconciliation, and issue resolution.
• Develop, document, and maintain financial reconciliation procedures, internal controls, and workflows to strengthen financial accuracy, accountability, and operational efficiency.
• Serve as a primary liaison with banking institutions and other external partners regarding transaction discrepancies, chargebacks, refunds, ACH activity, system changes, and payment-processing issues.
• Assist in the development, implementation, and monitoring of the agency’s annual operating budget, including review of expenditures, spending trends, and available funding.
• Oversee agency purchasing activities and procurement-related responsibilities, including the acquisition of goods and services and monitoring of contractual and procurement obligations.
• Coordinate agency initiatives and compliance activities related to MWBE, SDVOB, sustainability, and other administrative or operational programs.
• Represent the agency on interagency and intra-agency initiatives and participate in meetings.
• Oversee key agency financial functions, including operating budget management, financial planning, accounting, procurement, accounts payable, invoice generation and tracking, grant reconciliation, and financial reporting.
• Support grant administration by monitoring compliance, reviewing grant-related expenditures and payments, reconciling grant activity, and assisting with required financial and closeout reporting.
• Lead financial data management initiatives, including identifying agency data needs, improving financial workflows, and establishing processes to promote data accuracy, consistency, completeness, and integrity across agency systems.
• Analyze financial and operational data to identify discrepancies, trends, risks, and opportunities for process improvement, and provide recommendations to agency leadership.
• Develop and maintain financial reports, reconciliations, and management information used for operational and executive decision-making.
• Collaborate with other bureaus to improve financial processes, resolve system or transaction issues, and ensure compliance with applicable policies and procedures.
• Provide guidance and technical support to staff on financial procedures, reconciliation requirements, purchasing practices, reporting standards, and related internal controls.
• Perform other duties as assigned.

Minimum Qualifications

A bachelor’s degree and seven years of relevant experience. *

*Substitutions: four years of specialized experience or associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.

Preferred Qualifications

• Bachelor’s degree in accounting, finance, or a related field.
• Several years of progressively responsible experience in financial management, accounting, budgeting, reconciliation, procurement, or related operations.
• Experience with financial reconciliations, payment processing, refunds, banking transactions, and discrepancy resolution.
• Knowledge of budgeting, procurement, accounts payable, financial reporting, and internal controls.
• Strong analytical, problem-solving, organizational, and communication skills.
• Proficiency in Microsoft Excel and experience working with financial management.
• Experience developing financial procedures, improving workflows, and supporting data accuracy and compliance.
• New York State Government financial experience preferred.

Note:

In Order to Award the Proper Credit for Work

EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES.

If Any of This Experience Is Less Than Full Time You Must

INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.