Central Admin. Analyst Office of OFA for the Division of Fiscal Affairs/Central Administration

Job Description

About the Agency:

The Department of Housing Preservation and Development (HPD) oversees housing standards across all 3.7 million homes in New York City.

As the nation’s largest municipal housing agency, HPD is responsible for building and preserving affordable housing, protecting tenants from harassment and displacement, and holding landlords accountable across the five boroughs. Under Commissioner Dina Levy and the Mamdani Administration, HPD is pursuing an ambitious housing agenda focused on the needs of New York’s tenants. With a broad set of tools including standards enforcement, tenant resources, and the creation of new affordable housing, HPD is committed to making New York City a more affordable place for renters and homeowners alike.

Your Team:

The Office of Housing Access and Stability (“HAS”) consists of the divisions of Housing Opportunity, Tenant and Owner Resources, Housing Stability, Budget and Program Operations, and Program Policy and Innovation. The mission of the office is to ensure fair, efficient, and transparent access to affordable housing. The Office provides subsidies, placement services, and tools that connect New Yorkers to affordable housing and ensures vulnerable households in subsidized housing have the support they need to be safely housed. Housing Access is committed to expanding housing choices, affirmatively furthering fair housing, and stabilizing the financial health of buildings.

The Office of Finance and Administration (OFA) leads the agency’s effort with the planning and management of the agency's resources and advises the Commissioner and senior team on how to improve efficiency and allocate funding to carry out HPD's mission. The financial segment of OFA is comprised of the Budget, Capital Planning, and Fiscal Affairs. These three divisions work in conjunction to provide centralized support, consultation, and oversight on a broad range of financial issues for the entire agency.

At HPD, rental subsidy programs are managed by the Division of Tenant & Owner Resources (DTOR) and Fiscal Affairs and are funded through local, state, and federal resources. HPD is also expanding its rental assistance offerings through new programs, including NYC 15/15, City Housing Assistance Program (CHAP), and HAVP.

Your Impact:

The City Housing Assistance Program (CHAP) is a City funded rental assistance program administered by the New York City Department of Housing Preservation and Development (HPD). The program provides rental assistance to low-income households with incomes at or below 50% of Area Median Income (AMI) who are at risk of homelessness, including eligible rent-stabilized households facing eviction for nonpayment of rent and certain households residing in shelter who do not qualify for existing rental assistance programs. City HAP helps eligible households maintain stable, permanent housing by subsidizing their rent, with the household generally contributing 30% of its adjusted monthly income toward rent. The program provides targeted assistance to New Yorkers facing housing instability while helping preserve rent-stabilized housing and prevent homelessness.

The Division of Fiscal Affairs is responsible for managing the agency’s accounts payable and accounts receivable operations, including City Housing Assistance voucher payments and vendor registration for Development loans and Housing Access & Stability (HAS). The Central Administration Unit within Fiscal Affairs oversees the registration of vendors associated with Development loan programs & HAS.

The Central Administration Analyst will serve as a key W-9 Liaison for the Department of Housing Access & Stability (HAS) and Central Administration. In this role, the analyst will be responsible for registering all Section 8 Vendors (HAS landlords) and Development vendors in the City’s Financial Management System (FMS), ensuring accurate vendor onboarding and compliance with administrative requirements.

Your Role:
Your key responsibilities will include but not limited to the following:

Section 8 and City Housing Assistance Vendor Registration and Modification Activities
- Confirm documents submitted for vendor registration meet the threshold dictated by Comptroller issued Directive 29.
- Verify that the vendor is not already registered in FMS and ensure vendor profile has been created in ELITE EMPHASYS.
- Conduct Taxpayer Identification Number (TIN) verification by accessing the Internal Revenue Services website
- Create Initial Vendor Document or Modified Vendor Document in FMS, attach the requisite vendor verification documents. Submit for level 3 internal approval and then to the Vendor Validation Unit at the comptroller for Level 5 approval.
- Apply validation ELITE profile and maintain the various landlord validation spreadsheets.
- Complete all entries of activities in the Owner Services Database

Export Department Daily Financial Transaction Documents to the Financial Info. System Administrator (FISA)
- Perform the extraction of Micro Purchase Encumbrance Documents from HPD Info.
- Perform the extraction of the following types of vouchers from Microsoft Access database, Miscellaneous Payment Request (PRM1), Commodity Payment Request (PRC2) and Non-Commodity Payment Request (PRN2).
- Through access to the Remote Desktop Connection, uploads all encumbrances, vouchers, and cash receipt entries to the FISA inbound File Log.
- On the morning after the export activity, confirms that all files and documents are uploaded to FMS and are in the correct status.

Monthly Housing Assistant Payments (HAP) and City Housing Assistance Rejection Voucher Evaluation
- Review the list of rejected vouchers generated from each month's section 8 HAP and City Housing Assistance payments
- Determines the cause of each rejection and decide on the appropriate solution for voucher payment correction and the prevention of recurrence of said rejection.
- Present findings and entity updates to Accounts Payable via email with as much detail as practical.
- Functions as secondary back up - Agency level 3 approver for NYC Housing Authority’s (NYCHA) FMS accounting impact documents.

Preferred skills
- Highly organized with ability to handle multiple priorities and deliver assignments on time.
- Must be hands on, disciplined, and detail oriented with ability to work independently in a high-volume environment.
- Must have accounts payable and receivable experience.
- Must be able to multitask.
- Experience in use of HPD Info (Agency Legacy System) and the City s Financial Management System (FMS) are a plus.

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.