Office Assistant 2 (Calculations)

Office Assistant 2 (Calculations)

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. 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. 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.

Brief Description of Duties: The primary responsibility of the Office Assistant 2 (Calculations) position will be to become proficient with 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. Duties to include the following:

• Review and process vendor commodity/service invoices for payment utilizing SUNY FMS or SBU eProcurement system (Wolfmart). 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.
• Scan vendor invoices received each day. The scanned data must be validated to ensure the purchase order (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 State 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 and analyze the accuracy or validity of changes made in SFS system. If and when applicable, obtain and submit 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.

Resume/CV and cover letter should be included with the online application.

THE FOLLOWING PARAGRAPH ONLY APPLIES TO POSITIONS THAT MAY COME IN CONTACT WITH PATIENTS OR PATIENT CARE EMPLOYEES.

In accordance with federal and state regulations that all hospitals and nursing homes require personnel to be vaccinated against COVID-19, candidates who are not already fully vaccinated must obtain the first dose of a COVID-19 vaccine within three (3) calendar days of acceptance of a conditional job offer and must obtain any subsequent doses in accordance with that particular vaccine manufacturer’s protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of a job offer or in accordance with that particular vaccine manufacturer’s protocol, whichever comes later.

The state regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulations allow for limited exemptions with reasonable accommodations, consistent with applicable law.

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.

If you need a disability-related accommodation, please call the university, The Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA.

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