Clerical Specialist II, Accounts Payable - 2100288
Required Qualifications (as evidenced by an attached resume): Associate's degree (foreign equivalent or higher). Four (4) years of full-time administrative or clerical experience to include experience with processing accounts payable transactions. Proficiency with Microsoft Office and/or Google Apps.
Preferred Qualifications: Associate's degree (foreign equivalent or higher) in Business, Accounting or a related field. Prior accounts payable, business or finance experience in higher education and/or Non-profit organizations. Credit card transactions management and reconciliation. IRS 1099 and 1042S tax transactions review and reporting experience. Proficient with an integrated software module for processing transactions. Experience in disbursement principles and guidelines.
Brief Description of Duties: The Stony Brook Foundation (SBF) seeks a motivated self-starter for its Clerical Specialist - Accounts Payable position. The selected candidate will have the ability to work independently in a high volume, deadline driven environment. They will also need to effectively and professionally communicate with faculty, staff, and external vendors in order to complete assignments. This position requires both excellent communications and strong math skills. The selected candidate will be responsible for the following:
Review Stony Brook Foundation payments, including travel vouchers, payment requisitions and purchase orders for pertinent and required information, funding, GL Class codes and supporting documentation. Determine appropriateness of each expenditure as it relates to its respective purpose of account to ensure that payment requests are in compliance with account purpose, donor intent, disbursement policy and procedures and current IRS regulations. Efficiently batch paperwork to prepare payment for input into Oracle/PeopleSoft Accounting System. Effectively input payments with recurring batch reconciliation to ensure accurate payment balances. Special attention must be paid to data input in order to ensure payment accuracy.
Review, audit and reconcile monthly Foundation Corporate Card transactions to ensure that procurement transactions are in compliance with disbursement guidelines. Obtain cardholder's receipts, supporting justification and supervisor's approval on a timely basis.Reclass each transaction according to functional expense accounting guidelines as required. Strict adherence to reconciliation and reclass process is required on a monthly basis. Utilize Excel spreadsheets, using macros to maintain, organize and reconcile credit card transaction data for approximate 100 card holders. Prepare monthly spreadsheets to be uploaded to Oracle (PeopleSoft).
Review, audit and reconcile Foundation 1099 payments transactions based on IRS regulations and accounting principals. Utilize Excel spreadsheets using pivot tables to review data and determine transaction corrections that need to be made. Close attention must be paid to ensure proper IRS 1099 and 1042 reporting and withholding.
Utilizing a variety of communications skills, i.e. telephone, written, and/or email, communicate with various campus departments, administrators, and vendors to obtain appropriate documentation needed to complete payments on a daily basis.
Query, analyze and regularly review Foundation reports related to all payment processes including, but not limited to, budget exceptions, unposted vouchers, unposted payments, payments on hold, recycled vouchers, etc.
Obtain administrative authorization on payments from various campus administrators. Reclass journal voucher payments as required to correct errors in voucher payment transactions.
Other duties as assigned.
Special Notes: 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.
Resume/CV and cover letter should be included with the online application.
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.
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Official Job Title: Clerical Specialist II
Job Field: Clerical/Secretarial
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Stony Brook Foundation-The Research Foundation for The State University of New York at Stony Brook
Schedule : Full-time Shift : Day Shift Shift Hours : 8:30 am - 5:00 pm
Posting Start Date: Mar 1, 2021
Posting End Date: Mar 16, 2021, 3:59:00 AM
Salary: Commensurate with experience within the range of $40,000 - $45,000
Salary Grade: N7
Appointment Type: Regular
Internal Number: 2100288
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.