Stony Brook, New York

Office Assistant 1 Required Qualifications: Per Civil Service Standards and Specifications 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. Preferred Qualifications: Experience with Microsoft Office products to include Excel and Word. Knowledge of accounts payable and billing. Experience working in a customer service environment. Brief Description of Duties: The Office Assistant 1 will provide general office and clerical support to the Campus Operations business office. The Office Assistant 1 will complete entry-level administrative tasks. Purchase Orders Enter and process requisitions using SUNY Web system, Wolfmart, and Infor Prepare and process purchase orders for standard materials, supplies, equipment, and services. Invoices Ensure all invoices are received from vendors on a timely basis and forward to Accounts payable with proper authorization. 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 Accounts Spreadsheets Enter and update expenditures onto the correct spreadsheets. Add PO information, payment, and balance information. Track status of contract expenditures, purchase orders, and related balances. Reconcile accounts Assist with reconciling accounts, updating spreadsheets daily, comparing spreadsheets to SUNY Business Intelligence (BI) Notify the Business Manager of all discrepancies immediately Clerical Support Answer phones and assist callers with their questions. Forward calls to the appropriate personnel. Maintain accurate files for each department/account Perform clerical duties in the form of copying, scanning and filing Sort and distribute mail Provide clerical support to Facilities & Residential Operations supervisors and managers. Type correspondence, prepare tables, charts, etc. 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, 8:00 a.m. to 4:30 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. Resume/CV and cover letter should be included with the online application. In accordance with the New York State Department of Health (DOH) regulation that all hospitals and nursing homes "continuously require all personnel to be fully vaccinated against COVID-19," Candidates who are not already vaccinated must obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later. The regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulation allows for limited exemptions with reasonable accommodations, consistent with applicable law. Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws. If you need a disability-related accommodation, please call the university, The Office of Equity and Access (OEA) at (631) 632-6280 or visit OEA . In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here . Visit our WHY WORK HERE page to learn about the total rewards we offer. Job Number: 2202140 Official Job Title : Office Assistant 1 Job Field : Civil Service Positions Primary Location : US-NY-Stony Brook Department/Hiring Area : Campus Operations and Maintenance Schedule : Full-time Shift : Day Shift Shift Hours : Monday - Friday, 8:00 am - 4:30 pm Posting Start Date : Jun 9, 2022 Posting End Date : Jun 24, 2022, 3:59:00 AM Salary : As per Civil Service guidelines, Salary Grade 6 Hiring Rate $31,870 plus location pay of $3,026. For more information on Total Rewards, visit WHY WORK HERE https://www.stonybrook.edu/commcms/jobs/working-here/index.php Appointment Type : Permanent Salary Grade : SG6

Stony Brook, New York

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