Required Qualifications: Per Civil Service Standards and Specifications. Must have taken and passed the specific job related Civil Service Exam and be reachable on the appropriate Civil Service list. 70.1 Transfers are encouraged to apply. 70.1 Transfer Candidates must have been appointed from a Civil Service List and have served permanently in an appropriate title(s) for one year. Transfers must be within two salary grades.
Preferred Qualifications: Experience with Microsoft Office products to include Excel and Word. Knowledge of accounts payable and billing. Experience working in a customer service environment.
Description of Duties: Provide general office and clerical support to the Facilities Operations business office. Complete entry level numerical task.
Enter and process requisition using SUNY Web system, Wolfmart and Infor.
Prepare and process purchase order for standard materials, supplies, equipment and services.
Ensure all invoices are received from vendors on a timely bases and forward to Accounts payable with proper authorization.
Communicate with Procurement, Accounts payable and outside vendors regarding payment of invoices and payment issues
Respond to inquiries related to Procurement and Accounts payable
Call vendors for invoices
Enter and update expenditures onto the correct spreadsheets. Detailing all information. Add PO information, payment and balance information.
Track status of contract expenditures, purchase orders and related balances.
Assist with reconciling accounts, updating spread sheets daily, comparing spread sheets to SUNY Business Intelligence (BI).
Notify the Business Manager of all discrepancies immediately.
Answer phones and assist callers with their questions. Forward calls to the appropriate personnel.
Maintain accurate files for each department/account
Perform clerical duties in the form of copying, faxing and filing
Sort and distribute mail
Provide clerical support to Facilities & Residential Operations supervisor and managers. Type correspondence, prepare tables, charts and etc.
Other duties or projects as assigned as appropriate to rank and departmental mission.
Special Notes: This is a full-time position, 37.5 hours per week, Monday through Friday, 8:00 a.m. to 4:30 p.m. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously. Mandatory rehire roster candidates have preference. Resume/CV and cover letter should be included with the online application.
The selected candidate must successfully clear a background investigation.
Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.
Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information,veteran status and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the university Office of Institutional Diversity and Equity at (631) 632-6280 or visit OIDE .
In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .
Department/Hiring Area: Facilities Operations-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: Monday through Friday, 8:00 a.m. - 4:30 p.m. Pass Days: Sat, Sun
Posting Start Date: Mar 13, 2020
Posting End Date: Mar 28, 2020, 3:59:00 AM
Salary: As per civil service guidelines
Salary Grade: SG6
Appointment Type: Permanent
Internal Number: 2000664
About Stony Brook University
FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.