Required Qualifications (as evidenced by an attached resume):
Associate's degree (foreign equivalent or higher). Two (2) years of full-time professional administrative experience in Accounts Payable, Accounting, Business or Finance related field. Supervisory experience. Computer proficient in email, Microsoft Excel, and Word.
Bachelor's Degree (foreign equivalent or higher) in Accounting, Business or Finance related field. Additional years (3+) of experience in accounts payable, accounting, business, or finance-related field. Experience in a higher education/university setting. Experience using SUNY Financial Management System (FMS), OSC's State Financial System (SFS), and Jaggaer (WolfMart) E-Procurement System.
Brief Description of Duties:
The Staff Assistant will serve as the supervisor for the State payables area of the Procurement Office. The successful incumbent should have excellent communication
Oversee the complex State and contract payment vouchering process. This process requires a more in-depth analysis and detailed review of procurement documentation including purchase orders, contracts, vendor invoicing, merchandise receiving reports and other relevant documentation terms, conditions and funding. Strict adherence to all OSC, SUNY, and campus policies and procedures is required to ensure appropriate expenditure of funds. After having been reviewed, payments are input into either WolfMart or SUNY Financial Management System (FMS) web application with particular attention paid to information/data input accuracy.
Supervise clerical staff in all aspects of the State accounts payable and LISVH payment processes. Oversee staff's workload and assignments. Work with staff to review and resolve invoice and payment voucher issues. Produce activity reports and WolfMart queries as a tool to monitor and evaluate each staff member's performance. Draft and present annual employee evaluations. Review and approve bi-weekly timesheets.
Communicate with vendors, campus departments and University faculty, staff and administrators to clarify and resolve payment issues and discrepancies. The incumbent will also be required to communicate and interact with various State agencies including OSC and SUNY.
Create or download and maintain reports to be used as a tool to both track employee performance and to maintain information relevant to voucher payments. Such reporting will require an in-depth knowledge of the OSC, SUNY, and WolfMart reporting modules.
The candidate will be responsible for creating new policies/procedures and updating existing policies/procedures that will be approved by the Assistant Director and Director of Accounts Payable.
Assist in the year-end lapsing fund process to close out and disencumber purchase order/contract encumbrances.
Scan daily invoices using the Ricoh/Kofax system. Review and validate the captured invoice information to ensure accurate data is exported into WolfMart.
Train new staff members on all system applications including, but not limited to SUNY FMS, SUNY Legacy, WolfMart and SFS systems. As new components of the WolfMart system are rolled out the candidate will be required to participate in the implementation and train the staff on the new procedures. The candidate may also be asked to lead or participate in accounts payable training sessions offered to the campus community.
Other duties or projects as assigned as appropriate to rank and departmental mission.
This is a full time appointment. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at
About Stony Brook:
Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.
If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at http://www.stonybrook.edu/police .
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Official Job Title: Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Procurement-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 am - 5:00 pm Pass Days: Sat, Sun
Posting Start Date: Aug 9, 2019
Posting End Date: Aug 24, 2019, 3:59:00 AM
Salary: Commensurate with experience.
Salary Grade: SL2
Appointment Type: Term
Internal Number: 1902717
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.