Clerical Specialist I

Stony Brook University•Town of Brookhaven, NY

8h•Hybrid

About The Position

The Clerical Specialist I works on diverse purchasing and procurement transactions to support the Procurement Department. Responsibilities include serving as the lead for designated vendor file transactions, ensuring timely vendor payments, assisting end users through the WolfMart Helpdesk, and supervising the department’s robotic process automation (RPA) processes. This position also assists with the processing of subcontracts, and cash advances. Vendor File Maintenance: ● Serve as the vendor file lead for vendor file transactions: ● Process vendor file updates, ensuring that requests are processed timely, accurately, and in compliance with NYS and RF Rules and Regulations. Perform vendor file maintenance and review vendor documentation for completeness, accuracy, and compliance. ● Collect additional information as needed in order to complete vendor processing. ● Work with the Supplier File Department in Albany for Research Foundation (RF) vendors and Vendor Management Unit (VMU) in Albany for State vendors. ● Manage the distribution and tracking of vendor documentation to maintain accurate system records. ● Serve as the designated contact for vendor file transactions, fielding inquiries from vendors and campus, ensuring that guidance provided aligns with NYS and RF Rules and Regulations. ● Serve as the Vendor File Team lead for projects impacting transactions working independently with the Vendor File Supervisor and Director of Systems and Operations to support project advancement. ● Monitor Procurement Vendor File Email, ensuring timely responses and actions, organized recordkeeping, and appropriate follow-up on inquiries. Invoice Intake and Processing: ● Serve as the designated Systems and Operations Lead for managing the Accounts Payable invoice inbox, ensuring complex routing rules are followed to support timely and accurate processing with minimal delays. ● Review incoming invoices, matching them to existing purchase orders and requesting information from departments or vendors as needed. ● Determine proper routing for invoices and ensure accurate and timely processing. ● Ensure invoices contain valid PO numbers; request vendor revisions when required. ● Respond to or forward correspondence to appropriate parties promptly and courteously. ● Serve as the designated lead for projects focused on improving invoice intake and processing. WolfMart Helpdesk Support: ● Provide end-user support on WolfMart issues, following up on order status to ensure timely processing. ● Monitor the WolfMart Helpdesk email, reviewing emails and routing to the appropriate internal staff member. ● Support fiscal year end closing activities. ● Support system testing and integration efforts. ● Provide other end-user assistance to ensure the timely resolution of issues. Robotic Process Automation (RPA) Support: ● Under guidance from the Director of Procurement Systems, serve as the designated team lead for monitoring/supervision of all deployed uiPath Robotic Processes (Bots) supporting procurement activities. ● Maintain documentation of all bots, including inventories, schedules, and processes. ● Review daily reports to ensure bots are running as expected. ● Troubleshoot issues that arise, routing to designated functional or technical leads when problems arise. ● Run reports or compile data as needed to support assessments of processes. Departmental Mail Management: ● Process and distribute departmental mail. ● Resolve issues related to misrouted or unclear mail. Subcontracts: ● Work cross-functionally with Grants Management, Accounts Payable, and campus departments to review and process subcontractor requests, ensuring full compliance with Research Foundation rules and requirements. ● Receive and review paperwork, input purchase orders, maintain documentation, and ensure timely issuance of POs in compliance with policy requirements. ● Serve on the Project Team for moving this process into WolfMart from the current paper-based processes and monitoring processes, supporting the project through testing and process monitoring at the conclusion of the project. Independent Contractor: ● Work closely with stakeholders in Grants Management, Accounts Payable, Human Resource Services, and campus departments, processing Independent Contractor requests. ● Receive and review paperwork, create purchase orders, maintain records, and ensure timely and compliant processing of PO's. ● Serve on the project team supporting the transition of invoice processing from paper-based processes to WolfMart, including testing and post-implementation monitoring. Cash Advances: ● Review non-encumbered payment request forms and create purchase orders. ● Run the purchase order report and scan paperwork into data management software. ● Communicate with the Research Accounts Payable team to facilitate and confirm payment processing. ● Manage the creation and reporting of cash advances and coordinate with relevant team members to ensure completion. Additional Duties & Responsibilities: ● Other duties as assigned.

Requirements

Associate’s degree (foreign equivalent or higher). In lieu of an Associate’s degree, a High School Diploma/GED with some college courses AND a minimum of three (3) years of full-time clerical experience may be considered.
Proficiency with Microsoft Office Suite and/or Google Workspace.

Nice To Haves

Experience working in a procurement or accounts payable setting.
Experience using Jaggaer or a comparable e-Procurement system, Statewide Financial System (SFS), and/or RF Oracle System.
Prior experience supporting accounts payable, vendor management, or procurement processes.
Experience in higher education, public sector, and/or unionized setting.

Responsibilities

Serve as the vendor file lead for vendor file transactions
Process vendor file updates, ensuring that requests are processed timely, accurately, and in compliance with NYS and RF Rules and Regulations. Perform vendor file maintenance and review vendor documentation for completeness, accuracy, and compliance.
Collect additional information as needed in order to complete vendor processing.
Work with the Supplier File Department in Albany for Research Foundation (RF) vendors and Vendor Management Unit (VMU) in Albany for State vendors.
Manage the distribution and tracking of vendor documentation to maintain accurate system records.
Serve as the designated contact for vendor file transactions, fielding inquiries from vendors and campus, ensuring that guidance provided aligns with NYS and RF Rules and Regulations.
Serve as the Vendor File Team lead for projects impacting transactions working independently with the Vendor File Supervisor and Director of Systems and Operations to support project advancement.
Monitor Procurement Vendor File Email, ensuring timely responses and actions, organized recordkeeping, and appropriate follow-up on inquiries.
Serve as the designated Systems and Operations Lead for managing the Accounts Payable invoice inbox, ensuring complex routing rules are followed to support timely and accurate processing with minimal delays.
Review incoming invoices, matching them to existing purchase orders and requesting information from departments or vendors as needed.
Determine proper routing for invoices and ensure accurate and timely processing.
Ensure invoices contain valid PO numbers; request vendor revisions when required.
Respond to or forward correspondence to appropriate parties promptly and courteously.
Serve as the designated lead for projects focused on improving invoice intake and processing.
Provide end-user support on WolfMart issues, following up on order status to ensure timely processing.
Monitor the WolfMart Helpdesk email, reviewing emails and routing to the appropriate internal staff member.
Support fiscal year end closing activities.
Support system testing and integration efforts.
Provide other end-user assistance to ensure the timely resolution of issues.
Under guidance from the Director of Procurement Systems, serve as the designated team lead for monitoring/supervision of all deployed uiPath Robotic Processes (Bots) supporting procurement activities.
Maintain documentation of all bots, including inventories, schedules, and processes.
Review daily reports to ensure bots are running as expected.
Troubleshoot issues that arise, routing to designated functional or technical leads when problems arise.
Run reports or compile data as needed to support assessments of processes.
Process and distribute departmental mail.
Resolve issues related to misrouted or unclear mail.
Work cross-functionally with Grants Management, Accounts Payable, and campus departments to review and process subcontractor requests, ensuring full compliance with Research Foundation rules and requirements.
Receive and review paperwork, input purchase orders, maintain documentation, and ensure timely issuance of POs in compliance with policy requirements.
Serve on the Project Team for moving this process into WolfMart from the current paper-based processes and monitoring processes, supporting the project through testing and process monitoring at the conclusion of the project.
Work closely with stakeholders in Grants Management, Accounts Payable, Human Resource Services, and campus departments, processing Independent Contractor requests.
Receive and review paperwork, create purchase orders, maintain records, and ensure timely and compliant processing of PO's.
Serve on the project team supporting the transition of invoice processing from paper-based processes to WolfMart, including testing and post-implementation monitoring.
Review non-encumbered payment request forms and create purchase orders.
Run the purchase order report and scan paperwork into data management software.
Communicate with the Research Accounts Payable team to facilitate and confirm payment processing.
Manage the creation and reporting of cash advances and coordinate with relevant team members to ensure completion.
Other duties as assigned.