Clerical Specialist I

Job Description

Clerical Specialist I-1701665

Required Qualifications: (As Evidenced by an Attached Resume)

H.S. Diploma. Three (3) years of progressively responsible, full-time clerical experience to include experience in maintaining and processing records and accounts. Highly proficient, professional experience in word processing, spreadsheet management, electronic messaging and internet applications (Microsoft Word, Excel, PowerPoint, Google Apps, etc...)

Preferred Qualifications:

Associate's degree in accounting, bookkeeping, or related areas. Additional years of progressively responsible, clerical experience. Experience running summary and aging reports. Experience working with law firm payables and royalty distribution allocations. Diversified and complex clerical work maintaining and processing records and accounts. Experience with accounts receivable or accounts payable functions. Direct experience with one, preferably more than one of the following pieces of software: Inteum, Wolfmart (SciQuest), Report Center, Nolijweb, SBF Reporting, Stony Brook University procurement policies. Experience communicating clearly on complex subjects related to work content. Experience in business practices and standard office procedures.

Brief Description of Duties:

Work with the Finance team on accounts, bookkeeping, reporting, and analysis matters. The focus will be in accounts payable for both intellectual property costs and distribution of royalty payments. The role includes on-going process improvement projects on business practices and system enhancements and other areas of priority. In addition, the incumbent will assist with some accounts receivable work, general finance work, and overall support of the team.

Financial Functions:

Inteum for Accounts Payable (A/P): Assist Manager with financial data in Inteum for Accounts Payable (A/P) and perform payment functions.

Log incoming legal invoices and link to applicable Intellectual Property records, generate invoice summary report and forward email for OTLIR Legal for review and approval to pay.

Follow-up on pending approvals as required.

Document approvals received and submit via appropriate process and system through Grants to Procurement for payment.

Work closely with Docket Manager, Case Manager, and outside law firm if invoice description is incomplete.

Post to suspense and inform Finance Manager if issue is not resolved.

Reconcile Inteum A/P records to Oracle Financial System using Report Center tools, update Inteum accordingly, prepare reconciliation and aging report for review. (A/P records related to Law Firm Payables and Royalty Distribution allocations.) Follow-up as directed.

Support the Royalty Distribution function: Prepare inventor's royalty share payments and campus share allocations using Inteum database distribution function.

For Inventors receiving royalty, request tax forms and file accordingly.

Follow-up with pending requests and update contact information in Inteum accordingly. Proof read abstract notes and scan into Nolijweb.

As necessary, use Report Center Tool to confirm campus royalty allocations have transferred and update Inteum A/P campus share distribution records accordingly.

As necessary, compile legal invoice copies to support patent cost reimbursement billing. When a physical check is received in the mail, convert document to PDF, log payment into Inteum and embed a PDF copy of check and all related correspondence with the Inteum Payment Record.

Send email notification to the respective Case Manager and Financial Manager and A/R clerk.

Support the Accounts Receivable (A/R) function as needed. As necessary, provide back-up to the A/R Clerk by sending out invoices and report requests in a timely manner.

Accurately populate Inteum with billing information: sent date, follow-up remarks, and supporting PDF material.

Provide polite and courteous customer service.

When an immediate response is necessary, research various inquires and provide timely and appropriate response. Be sure to keep the A/R Clerk and applicable Managers informed of the outcome.

Data and Reporting:

Prepare, prove, and distribute standing reports related to all areas of responsibility.

As directed, conduct analysis of data related to the operation of the Office. This requires the incumbent to collect, compile, compute, and present data.

Support Financial Manager in monthly reconciliation of OTLIR projects and reporting.

Support OTLIR Financial Process Improvement Efforts and Special Projects:

Process OTLIR office invoices as needed into Wolfmart for coding, review and approval by supervisor.

Core Function practices and other projects related to A/P, A/R and other financial automation.

Participate in user acceptance testing, general feedback and assignments as defined by the Project Manager responsible for the effort.

Coordinate financial projects to support migration of historical paper records into Inteum.

Office Support and Other Administrative Duties:

Organize, maintain and update paper files by creating, labeling, filing, purging (utilizing retention policy guidelines), and structuring the filing system to enable users to easily locate information.

Open, sort, distribute and manage all incoming mail. Identify type of document based on subject title, form or label.

Ensure appropriate distribution as items are time sensitive and confidential.

Assist with answering phones and directing caller(s) department-wide.

Other duties or projects as assigned.

Special Notes: FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

Stony Brook University is 100% tobacco-free starting January 1, 2016. See our policy and learn more at

About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollack House in East Hampton, New York, the Mellon Award winning Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at

Official Job Title: Clerical Specialist I
Job Field: Clerical/Secretarial
Primary Location: US-NY-Stony Brook
Department/Hiring Area: OTLIR-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Day Shift 8:30 am - 5 pmOTLIR-The Research Foundation for The State University of New York at Stony Brook
Posting Start Date: Jun 18, 2017
Posting End Date: Jul 19, 2017, 10:59:00 PM
Salary: $32,000-$38,000/Annual@1.0FTE
Salary Grade: N6


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