Required Qualifications: As per Civil Service Guidelines. 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.
Brief Description of Duties: The incumbent will serve as the Contracts Accounts Payable Supervisor for the Procurement Department. The primary objective of this position will be to review and audit vendor invoices against contractual documentation and process for payments accordingly. Position responsibilities will include:
Review more complex contract payment invoices in accordance with OSC, SUNY, and university guidelines while ensuring contractual compliance and adherence contract payment schedules. Process voucher payments in SUNY FMS. All voucher information needs to be accurately input to ensure invoices are successfully processed and timely payments - with no interest penalties - are issued to the vendors. Maintain computerized financial records and access SFS to review the vendor files, contract files, and payment transactions. Review and resolve vendor account issues and discrepancies to ensure no service disruptions to university and hospital departments. Compile reports from the various databases and procurement systems for the university administrators and staff as needed.
Supervise staff and student assistants. Train the staff in reviewing of vendor invoices and contracts, and in inputting of the invoices into SUNY FMS. Oversee daily staff transactions to ensure they are in compliance with all policies and procedures. Keep staff informed of any policy changes as communicated by SUNY and OSC.
Review procedures on a regular basis to determine if improvements can be made to the processes required for timely issuance of payments to vendors. Draft changes to policies and procedures that will be submitted to manager and Directors for review, approval, and implementation.
Address vendor and departmental inquiries and concerns via email and telephone communications.
Maintain files in an organized fashion. This includes any vendor or department communications and also any daily transactions such as voucher information which may be reviewed for either audit purposes or vendor/department inquiries. Utilize a document management system to scan and manage contract and payment voucher documentation in the database.
Assist in the year-end lapsing funds process by reviewing and updating appropriate year-end lapsing reports.
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, 8:30 a.m. to 5:00 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.
The selected candidate must successfully clear a background investigation.
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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.
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Official Job Title: Office Assistant 3 (Calculations)
Job Field: Civil Service Positions
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Procurement - Contracts A/P-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: Monday through Friday, 8:30 am - 5:00 pm Pass Days: Sat, Sun
Posting Start Date: Nov 8, 2019
Posting End Date: Nov 23, 2019, 4:59:00 AM
Salary: As per civil service guidelines
Salary Grade: SG14
Appointment Type: Permanent
Internal Number: 1903992
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.