Required Qualifications (as evidenced by an attached resume):
Associate’s degree (foreign equivalent or higher). In lieu of an Associate’s degree, a High School Diploma/GED, and a minimum of two (2) years of full-time clerical experience may be considered. Three (3) years of full-time clerical experience. Proficiency with Microsoft Office Suite and/or Google Workspace.

Preferred Qualifications:
Experience in Accounts Payable, Business, or Finance-related fields. Experience with review of contract terms and conditions. Experience in a higher education or similar complex organizational setting. Experience with and knowledge of SUNY Financial Business Systems and OSC’s State Financial Systems (SFS), such as Jaggaer and EnergyCap.

Brief Description of Duties:  
The primary responsibility of the Clerical Specialist I is to monitor and maintain all aspects of the State payment process, including entering, tracking, and reconciling monthly utility payments using spreadsheets and EnergyCAP. The position focuses on managing utility payments, maintaining vendor records, processing vouchers, and researching and resolving discrepancies related to payment issuance, including outstanding or returned checks.

• Process Utility Payments:
  • Prepare and process utility payments for electric, gas, water, fuel oil, and telephone.
  • Maintain and update utility spreadsheets that include current and past payment information to ensure all accounts are reconciled monthly and that there are no past-due account balances.
  • Review each new bill to ensure past payments have been properly credited on the utility account.  
  • Review and enter utility bill images and usage information in EnergyCap as required. 
  • Communicate and coordinate with the utility companies for any usage or billing issues.

• Vendor Commodity & Service Processing:
  • Review and process vendor commodity/service invoices for payments utilizing SUNY FMS or the SBU Wolfmart system.  
  • Review and audit of purchase orders, contracts, agreements, and invoices, and receiving documentation to ensure all respective terms, conditions, and requirements are fulfilled.  
  • Monitor invoices, payment documents, and respective work files/folders in Wolfmart to ensure timely and accurate payment processing.
  • Prepare, compile, and analyze Wolfmart reports as required for vendor, voucher, or any other pertinent information.

• Monitor Contract and Purchase Order Encumbrances: 
  • Monitor contract and purchase order encumbrances to ensure sufficient funds exist for payments.
  • Prepare and analyze reports  in SUNY BI for past encumbrances and current encumbrances.
  • Initiate and coordinate requests for contracts and purchase or encumbrances increase as needed.

• Purchase Order & Vendor Invoice Troubleshooting & Help:
  • Address and resolve inquiries from vendors, staff, and campus departments relating to purchase orders and vendor invoices.
  • Collaborate cross-functionally with campus departments through verbal communication, email, and Wolfmart system comments to resolve payment-related issues, including non-received payments, lost checks, and checks returned to Treasury.
  • Serve as the primary liaison to the Office of Budget, Financial Planning & Analysis (BFPA) on utility-related matters, ensuring timely communication and coordination.
  • Obtain monthly gas commodity hedging cost approval.
  • Attend and participate in the bi-monthly BFPA meetings to address utility-related issues. 
  • Monitor and respond to emails to ensure timely responses to Wolfmart comments. 

• Vendor File Maintenance:
  • Research vendor files, payment vouchers, and voucher payment check status by utilizing the SFS system.
  • Guide vendors in accessing OSC’s website portal to view, update, and maintain their vendor information and retrieve payment details.
  • Analyze and validate vendor address update requests submitted through VMU, ensuring all changes in SFS systems are accurate. 
  • Collect, review, and submit required Statewide Financial System (SFS) documentation to maintain and update the vendor information file.

• Year-end Lapsing Funds Processes:
  • Assist in the year-end lapsing fund process by reviewing and updating appropriate year-end lapsing reports.
  • Review and track all held invoices to ensure issues are resolved promptly and invoices are accurately processed and vouchered for payment in a timely manner.

• Additional Duties & Responsibilities as Assigned:
  • Other duties or projects assigned as appropriate to rank and departmental mission.

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research policies and procedures, sponsor guidelines and the availability of funding. This is a full-time appointment. FLSA Non Exempt position, eligible for the overtime provisions of the FLSA.

For this position, we are unable to sponsor candidates for work visas.

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.

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

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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.