Job description


  • Entry level
  • No Education
  • Salary to negotiate
  • New York City



Required Qualifications: As per Civil Service Guidelines. Must have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list. 70.1 Transfers are encouraged to apply. 70.1 Transfer Candidates must have been appointed from a Civil Service List and have served permanently in an appropriate title(s) for one year. Transfers must be within two salary grades.

Brief Description of Duties: The incumbent will serve as the Contracts Accounts Payable Supervisor for the Procurement Department. The primary objective of this position will be to review and audit vendor invoices against contractual documentation and process for payments accordingly. Position responsibilities will include:

- Review more complex contract payment invoices in accordance with OSC, SUNY, and university guidelines while ensuring contractual compliance and adherence contract payment schedules. Process voucher payments in SUNY FMS. All voucher information needs to be accurately input to ensure invoices are successfully processed and timely payments - with no interest penalties - are issued to the vendors. Maintain computerized financial records and access SFS to review the vendor files, contract files, and payment transactions. Review and resolve vendor account issues and discrepancies to ensure no service disruptions to university and hospital departments. Compile reports from the various databases and procurement systems for the university administrators and staff as needed.

- Supervise staff and student assistants. Train the staff in reviewing of vendor invoices and contracts, and in inputting of the invoices into SUNY FMS. Oversee daily staff transactions to ensure they are in compliance with all policies and procedures. Keep staff informed of any policy changes as communicated by SUNY and OSC.

- Review procedures on a regular basis to determine if improvements can be made to the processes required for timely issuance of payments to vendors. Draft changes to policies and procedures that will be submitted to manager and Directors for review, approval, and implementation.

- Address vendor and departmental inquiries and concerns via email and telephone communications.

- Maintain files in an organized fashion. This includes any vendor or department communications and also any daily transactions such as voucher information which may be reviewed for either audit purposes or vendor/department inquiries. Utilize a document management system to scan and manage contract and payment voucher documentation in the database.

- Assist in the year-end lapsing funds process by reviewing and updating appropriate year-end lapsing reports.

- Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes: This is a full-time position, 37.5 hours per week, Monday through Friday, 8:30 a.m. to 5:00 p.m. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously. Mandatory rehire roster candidates have preference.
The selected candidate must successfully clear a background investigation.

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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-Krasner House in East Hampton, New York, 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 online at the University Police website at

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

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Job Field: Civil Service Positions
Primary Location: US-NY-Stony Brook
Schedule: Full-time
Shift: Day Shift
Posting Start Date: Nov 8, 2019
Posting End Date: Nov 22, 2019, 10:59:00 PM

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  • human resources
  • office assistant
  • spring
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