Accounts Payable Clerk

 

Required Qualifications (as evidenced by an attached resume):
High School Diploma or GED (foreign equivalent or higher). Two (2) years of full-time clerical experience.  

Preferred Qualifications:
Associate’s degree (foreign equivalent or higher) in Accounting, Business, or Finance. Experience in accounts payable, business, or other finance-related fields. Experience with the review of contract terms and conditions. Experience in Higher Education, a public sector, and/or a unionized setting. Prior experience with Financial Business Systems.

Brief Description of Duties\:  
The primary responsibility of the Clerk II will be to master all aspects of the State payment process. Focus will be on management of the vendor file, vouchering for payments, and following up on discrepancies with the issuance payment checks.
 

• Vendor Commodity & Service Processing:
  • Review and process vendor commodity/service invoices for payments 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. 

• Voucher Management:
  • 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 approvals as required.
  • Resolve order, invoice, and any other issues related to the payment vouchers. 
  • Address and resolve Wolfmart invoice export and/or business errors. 

• Purchase Order & Vendor Invoice Troubleshooting & Help:
  • Utilize both written and verbal communication skills 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 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. 

• Vendor File Maintenance:
  • 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 the SFS system. 
  • Provide vendors with website links and instructions for updating their vendor file information and payment method.  

• Year-End Lapsing Funds Processes:
  • Assist in the year-end lapsing fund process by reviewing and updating appropriate year-end lapsing reports.
  • Ensure all held invoices have been addressed and vouchered for payment.  

• Additional Duties & Responsibilities as Assigned:
  • Other duties as assigned.

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.