Required Qualifications (as evidenced by an attached resume):
High School Diploma/GED. Three (3) years of full-time clerical experience to include one (1) year of experience working in a customer service environment.
Knowledge of accounts payable and/or billing. Two (2) or more years of customer service experience. Experience with INFOR. Experience procuring goods and obtaining quotes. Experience working with the Office of General Services (OSG). Experience working with a work order system. Proficiency utilizing Microsoft Office to include Excel and Word.
Brief Description of Duties:
The Clerical Specialist I will provide general office and clerical support to the Transportation and Parking Department. A successful candidate will have strong communication skills.
Create and process work orders for automotive, transit (bus) and grounds equipment maintenance. Maintain accurate University vehicles and grounds equipment lists and ensure New York State, Office of General Services, and University records are current. Through work order system, oversee vehicle and Department communications, including safety recalls, preventative maintenance, major service, NYS inspections and other recalls.
Receives in automotive, transit and grounds equipment parts/stock. Maintains accurate receipts of inventory. Processes the electronic purchasing of parts/stock into inventory using the work order system (INFOR). Scans documentation into INFOR.
Respond to inquiries for all of Transportation & Parking Operations. Answer phone calls and take messages for all office staff, as directed. Draft, manage, retrieve and send Department correspondence utilizing Microsoft Office Suite. Provide excellent customer service skills. Maintain a good working relationship with all related departmental staff.
Using computerized software system, retrieve data and information. Verify data against vendor invoices to detect errors. Scan documents as needed into department share drives.
Process automotive, bus and grounds equipment service documentation for all maintenance and repair work completed, utilizing the computerized work order system. Monitor daily bus documentation, including but not limited to up/down sheets and pre/post trip documents. Coordinate issues related to the Automotive Repair Facilities work order system (Infor) and communicate such issues to vendors and/or appropriate parties.
Ensure all files are organized and maintained for the Department of Transportation & Parking Operations.
Other duties as assigned as appropriate based on rank and departmental mission.
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.
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, 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 online at the University Police website at http://www.stonybrook.edu/police .
Department/Hiring Area: Transportation and Parking-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Shift: Day Shift Shift Hours: 8:00 a.m. - 4:30 p.m. Pass Days: Sat, Sun
Posting Start Date: Oct 10, 2019
Posting End Date: Oct 25, 2019, 3:59:00 AM
Salary: Commensurate with experience within the range $30,000-$35,000.
Salary Grade: N6
Appointment Type: Regular
Internal Number: 1903598
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.