Required Qualifications: As per New York State 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. The Civil Service list for this position might provide insufficient acceptors, therefore, a provisional appointment may be made. Any provisional appointee will be required to take, pass and be reachable on the next Civil Service examination to be permanently appointed. 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 primary responsibility of the Office Assistant 2 (Calculations) position will be to master all aspects of the State payment process. Focus will be on management of the vendor file, vouchering for payment and following up on discrepancies with the issuance payment checks.
Review and process vendor commodity/service invoices for payment utilizing SUNY FMS or SBU Wolfmart system. This task requires the detailed review and audit of purchase orders, contracts, agreements, invoices, and receiving documentation to ensure all respective terms, conditions and requirements are fulfilled. Particular attention must be paid to ensure vendor invoice pricing is in accordance with prices/rates provided on purchase orders, quotations and/or contract price lists. Monitor invoices, payment documents and respective work files/folders in Wolfmart to ensure timely and accurate payment processing. Compile, run and analyze Wolfmart reports as required for vendor, voucher or any other pertinent information.
Self-assign daily import vouchers and electronic invoice vouchers based on vendor assignment. Monitor process folders to ensure vouchers are properly assigned. Obtain campus department approval as required. Resolve order, invoice and any other issues related to the payment vouchers. Address and resolve Wolfmart invoice export and/or business errors.
Utilize Ricoh/Kofax system to scan vendor invoices received each day. The scanned data must be validated to ensure the PO and invoice information was correctly captured. Careful attention must be paid to this process to ensure vouchers are created in Wolfmart with the correct PO and invoice information.
Utilize both written and verbal communications to respond to inquiries from vendors, staff and campus departments relating to purchase orders and vendor invoices. Communicate with campus departments verbally, via email and/or or with comments in Wolfmart on issues including non-received payments, lost checks and checks returned to Treasury, etc.
Monitor emails for responses to Wolfmart comments.
Utilize SFS system to research vendor files, payment vouchers and voucher payment check status. Provide OSC's website portal information to vendors for them to view, update and maintain their vendor file and to retrieve voucher payment information. Follow up on vendor address update requests made to VMU and analyze the accuracy or validity of changes made in SFS system. If and when application, obtain and submit SFS documentation required to update vendor information file.
Assist in the year-end lapsing fund process by reviewing and updating appropriate year-end lapsing reports, and by ensuring all held invoices have been addressed and vouchered for payment.
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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Official Job Title: Office Assistant 2 (Calculations)
Job Field: Civil Service Positions
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Procurement / State Accounts Payable-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: Monday through Friday, 8:30 a.m. to 5:00 p.m. Pass Days: Sat, Sun
Posting Start Date: Dec 3, 2019
Posting End Date: Dec 18, 2019, 4:59:00 AM
Salary: As per civil service guidelines
Salary Grade: SG9
Appointment Type: Permanent
Internal Number: 1903689
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.