Clerical Specialist I

Stony Brook University•Stony Brook, NY

About The Position

The Clerical Specialist I will perform diversified clerical work in maintaining and processing varied and complex records for budget accounts for the Campus Operations business office. Displays strong communication skills. Invoices: Ensure all invoices are received from vendors on a timely basis and forward to Accounts payable with proper authorization. Using computerized software systems, retrieve data and information. Verify data against vendor invoices to detect errors. Communicate with Procurement, Accounts Payable, and outside vendors regarding payment of invoices and payment issues. Respond to inquiries related to Procurement and Accounts Payable. Call vendors for invoices. Scan documents as needed into department-shared drives. Purchase Orders: Review, enter, and process requisitions using the SUNY Web, WolfMart, and work order systems. Prepare and process purchase orders for standard materials, supplies, equipment, and services. Accounts Spreadsheets: Assist in managing department account spreadsheets. Enter and update expenditures onto the correct spreadsheets. Add PO information, payment, and balance information. Oversee department account spreadsheets to track the status of contract expenditures, purchase orders, and related balances. Assist with performing complex functions in Excel. Create account spreadsheets, graphs, tables, and link spreadsheets. Reconcile Accounts: Reconcile accounts, update spreadsheets daily, compare spreadsheets to SUNY Business Intelligence (BI). Notify the Business Manager of all discrepancies immediately and assist in resolution by gathering and processing the correct documentation needed. Clerical Support: Answer phones and assist callers with their inquiries. Forward calls to the appropriate personnel. Ensure all files are organized and maintained for each department/account. Copy, scan and file documents. Provide clerical support to Facilities & Residential Operations supervisors and managers. Draft, manage, retrieve and send Department correspondence, prepare tables, charts, etc. Other duties as assigned.

Requirements

High School Diploma/GED (foreign equivalent or higher).
Three (3) years of full-time clerical experience.
Experience with Microsoft Office Suite (Excel and Word) and/or Google Workspace.

Nice To Haves

Experience with a work order system (ex. INFOR).
Experience with accounts payable and/or billing.
Experience working in a customer service environment.

Responsibilities

Ensure all invoices are received from vendors on a timely basis and forward to Accounts payable with proper authorization.
Using computerized software systems, retrieve data and information. Verify data against vendor invoices to detect errors.
Communicate with Procurement, Accounts Payable, and outside vendors regarding payment of invoices and payment issues.
Respond to inquiries related to Procurement and Accounts Payable.
Call vendors for invoices.
Scan documents as needed into department-shared drives.
Review, enter, and process requisitions using the SUNY Web, WolfMart, and work order systems.
Prepare and process purchase orders for standard materials, supplies, equipment, and services.
Assist in managing department account spreadsheets. Enter and update expenditures onto the correct spreadsheets. Add PO information, payment, and balance information.
Oversee department account spreadsheets to track the status of contract expenditures, purchase orders, and related balances.
Assist with performing complex functions in Excel. Create account spreadsheets, graphs, tables, and link spreadsheets.
Reconcile accounts, update spreadsheets daily, compare spreadsheets to SUNY Business Intelligence (BI).
Notify the Business Manager of all discrepancies immediately and assist in resolution by gathering and processing the correct documentation needed.
Answer phones and assist callers with their inquiries. Forward calls to the appropriate personnel.
Ensure all files are organized and maintained for each department/account.
Copy, scan and file documents.
Provide clerical support to Facilities & Residential Operations supervisors and managers. Draft, manage, retrieve and send Department correspondence, prepare tables, charts, etc.
Other duties as assigned.