Description 

Required Qualifications (as evidenced by an attached resume):

Associate’s degree (foreign equivalent or higher degree) in Business, Accounting, or a related field. Four (4) years full-time clerical experience to include at least one (1) year processing accounts payable transactions. Proficient with integrated software module for processing transactions. Prior knowledge and experience in disbursement principles and guidelines. Knowledge of computer based software applications and systems including Microsoft Word and Excel.

 

Preferred Qualifications:

Prior accounts payable, business or finance experience in higher education and/or Non-profit organizations. Credit card transactions management and reconciliation. IRS 1099 and 1042S tax transactions review and reporting experience.

Brief Description of Duties:  

The Stony Brook Foundation (SBF) seeks a motivated self-starter for its Clerical Specialist - Accounts Payable position.  The selected candidate will have the ability to work independently in a high volume, deadline driven environment. They will also need to effectively and professionally communicate with faculty, staff, and external vendors in order to complete assignments. This position requires both excellent communications and strong math skills. The selected candidate will be responsible for the following:

 

Review Stony Brook Foundation payments, including travel vouchers, payment requisitions and purchase orders for pertinent and required information, funding, GL Class codes and supporting documentation. Determine appropriateness of each expenditure as it relates to its respective purpose of account to ensure that payment requests are in compliance with account purpose, donor intent, disbursement policy and procedures and current IRS regulations. Efficiently batch paperwork to prepare payment for input into Oracle/PeopleSoft Accounting System. Effectively input payments with recurring batch reconciliation to ensure accurate payment balances. Special attention must be paid to data input in order to ensure payment accuracy.

Review, audit and reconcile monthly Foundation Corporate Card transactions to ensure that procurement transactions are in compliance with disbursement guidelines. Obtain cardholder’s receipts, supporting justification and supervisor’s approval on a timely basis.Reclass each transaction according to functional expense accounting guidelines as required. Strict adherence to reconciliation and reclass process is required on a monthly basis. Utilize Excel spreadsheets, using macros to maintain, organize and reconcile credit card transaction data for approximate 100 card holders. Prepare monthly spreadsheets to be uploaded to Oracle (PeopleSoft).

Review, audit and reconcile Foundation 1099 payments transactions based on IRS regulations and accounting principals. Utilize Excel spreadsheets using pivot tables to review data and determine transaction corrections that need to be made. Close attention must be paid to ensure proper IRS 1099 and 1042 reporting and withholding.

Utilizing a variety of communications skills, i.e. telephone, written, and/or email, communicate with various campus departments, administrators, and vendors to obtain appropriate documentation needed to complete payments on a daily basis.

Query, analyze and regularly review Foundation reports related to all payment processes including, but not limited to, budget exceptions, unposted vouchers, unposted payments, payments on hold, recycled vouchers, etc.

Obtain administrative authorization on payments from various campus administrators.  Reclass journal voucher payments as required to correct errors in voucher payment transactions.

Other duties as assigned.

Special Notes: 

The Research Foundation of SUNY is a private educational corporation.  Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding.  FLSA Nonexempt position, eligible for the overtime provisions of the FLSA.

 

Stony Brook University has been tobacco free since January 1, 2016. See our policy and learn more at stonybrook.edu/tobaccofree.

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 Pollock House in East Hampton, New York, the 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/Research is an Equal Opportunity /Affirmative Action Employer.  We encourage all to apply including individuals with disabilities and protected 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 online at the University Police website at http://www.stonybrook.edu/police.

Visit our WHY WORK HERE page to learn about the total rewards we offer. 

Job Field: Clerical/Secretarial
Primary Location: US-NY-Stony Brook
Schedule: Full-time
Shift: Day Shift
Posting Start Date: Jan 9, 2020
Posting End Date: Jan 24, 2020, 4:59:00 AM