Administrative Staff Assistant - Accounts Payable

Stony Brook, NY
Jul 14, 2017
Institution Type
Four-Year Institution
Job Description

Administrative Staff Assistant - Accounts Payable-1702126

Required Qualifications: (As Evidenced by an Attached Resume)

BA/BS in Accounting, Business or finance related field or higher. Full time administrative experience in Accounts Payable/Accounting/Finance.

Preferred Qualifications:

Bachelor's degree in Accounting. Three (3) or more years of administrative experience in Accounts Payable/Accounting/Finance. One or more years of Accounts Payable supervisory experience. Prior Stony Brook Foundation, SUNY or Research Foundation experience. Prior experience in higher education/university setting with experience using Oracle (PeopleSoft) preferred.

Brief Description of Duties:

The Stony Brook Foundation accounts payable area of the Procurement Office has seen a vast increase in expenditures resulting in a significant surge in the number of transactions processed on a daily basis. This increase results in more transactions and budgetary and documentation reviews.

Vendor management and maintenance in compliance with IRS and Federal guidelines. Evaluate each vendor to determine if the vendor is eligible for payment. This requires knowledge of IRS tax regulations related to US, resident aliens and nonresident aliens. The incumbent will also assign the vendor classification, tax status and applicable tax withholding for payments and IRS reporting of 1099-MISC and 1042-S. Before a vendor is approved, the tax ID requires to be matched with IRS records to ensure accurate tax reporting. This will avoid potential penalties incurred from IRS. The incumbent will also be responsible for reviewing and approving vendor updates of more than 5,000 active vendor records which include employees, students and outside third parties.

  • Review daily expenditure transactions paying detailed attention to vendor, account number and gl account code accuracy. Work with staff to correct payment expenditure errors as required.
  • Run and review necessary reports and resolve issues for payment process.
  • Run payment processes including checks, wires, ACH, etc. for all bank accounts.
  • Reconciliations for audit and tax reporting and assist with audit activity.
  • Assist Accounts Payable Manager as assigned.
  • Other Duties 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:

Long Island’s premier academic medical center, Stony Brook Medicine represents Stony Brook University’s entire medical enterprise and integrates all of Stony Brook’s health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children’s Hospital, the six Health Sciences schools — Dental Medicine, Health Technology and Management, Pharmaceutical Sciences, Medicine, Nursing and Social Welfare — as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. With 603 beds, Stony Brook University Hospital serves as Suffolk County’s only tertiary care center and Regional Trauma Center. Stony Brook Children’s, with more than 160 pediatric specialists, offers the most advanced pediatric specialty care in the region.

Equal Opportunity Employer, females, minorities, disabled, veterans

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: Administrative Staff Assistant I
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Advancement - Stony Brook Foundation-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Day Shift 8:30 am - 5:00 pmAdvancement - Stony Brook Foundation-The Research Foundation for The State University of New York at Stony Brook
Posting Start Date: Jul 13, 2017
Posting End Date: Jul 27, 2017, 10:59:00 PM
Salary: Commensurate with experience within the range of $48,000 - $55,000
Salary Grade: E1


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