Position Summary:
The New York County District Attorney's Office has an opening for an Accounts Payable and Inventory Supervisor in its Procurement and Contract Management Unit (PCMU). The Supervisor will be responsible for reviewing and processing invoices, inventory and asset management, and training and supervising invoicing staff. The ideal candidate will be experienced, highly-motivated, and detail-oriented.

Responsibilities include but are not limited to:

• Ensure invoices are received and distributed to the appropriate procurement staff in accordance with applicable rules and regulations.
• Serve as a liaison between PCMU and Fiscal on all fiscal matters such as invoices, audits, and assets.
• Audit for accuracy and approve invoice submissions to the Fiscal Department.
• Supervise inventory staff in a manner that promotes high job performance and efficiency.
• Supervise the receipt, classification, storage, care, distribution, requisitioning, and inventory of materials, supplies, and equipment as required by governing rules and internal policies.
• Train staff on invoicing procedures, inventory, and asset management.
• Maintain files; keep records; and produce and update reports to track invoices, inventory, and assets on a scheduled basis.
• Audit internal database to ensure required assets are tagged, logged, and managed correctly.
• Produce and send weekly summary reports to ACCO regarding staff invoice submissions and associated issues, and propose procedures to correct frequent errors or trends.
• Maintain databases, export reports, analyze data and make recommendations for improvement and efficiency.
• Assist procurement staff in reconciling high volume accounts - including syncing purchase documents to ensure timely payment(s) to vendors.
• Track supplies, project future supply needs, and ensure the Office’s needs are met in a timely manner.
• Coordinate inventory management activities with authorized subunits/departments.
• Coordinate and maintain inventory controls and systems to comply with appropriate rules and regulations.
• Review DANY requests, supply orders, and warehouse orders in conjunction with inventory to determine if item(s) should be purchased.
• Develop short and long-term plans for the Office's inventory needs in conjunction with Executive Management.
• Manage office supply inventory for the unit and order supplies as needed.
• Perform periodic field inspections and check inventory and controls on a regular basis.
• Undertaking additional tasks as required by the Unit.

Qualifications:

• Excellent written and verbal communication, organizational, and team-building skills required.
• Must be able to provide and present succinct updates to leadership.
• Must be able to perform under pressure in a fast-paced environment; able to multi-task and meet deadlines.
• Must be extremely detail-oriented (with strong concern for data accuracy), self-motivated, highly-organized, resourceful, and reliable.
• Must be able to problem solve with strong analytical skills.
• Must possess exceptional accounting skills.
• Proficient in Microsoft Word, Excel, and Access. Ability to update and edit existing databases.
• Ability to follow directions and apply proper policies, procedures, and guidelines.

Educational Requirements:

• Bachelor’s degree and four (4) years of full-time satisfactory professional experience in purchasing, procurement, inventory or a related field required (at least two [2] years must have been in a managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields). 

Preferred Requirements:

• Experience with the New York City’s Financial Management System (FMS) is preferred.
• Experience working with government procurement is preferred.

Commitment:

• One (1) year commitment to hiring unit.