Clerical Specialist I

Stony Brook University • Stony Brook, NY

390d • $47,000 - $50,000

About The Position

The Clerical Specialist I position at Stony Brook University involves performing diversified clerical work to maintain and process complex records for budget accounts within the Campus Operations business office. The role requires strong communication skills and the ability to manage various clerical tasks efficiently, including invoice processing, purchase order management, and account reconciliation.

Requirements

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

Nice To Haves

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

Responsibilities

• Ensure timely receipt of invoices from vendors and forward them to Accounts Payable with proper authorization.
• Retrieve data and information using computerized software systems and 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 and call vendors for invoices.
• Scan documents into department-shared drives as needed.
• Review, enter, and process requisitions using 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 and update expenditures.
• Reconcile accounts, update spreadsheets daily, and compare them to SUNY Business Intelligence (BI).
• Notify the Business Manager of discrepancies and assist in resolution by gathering necessary documentation.
• Answer phones and assist callers with inquiries, forwarding calls to appropriate personnel.
• Organize and maintain files for each department/account, copy, scan, and file documents.
• Provide clerical support to Facilities & Residential Operations supervisors and managers, including drafting and managing department correspondence.

Benefits

• Health insurance
• Paid holidays
• Flexible scheduling
• Professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: High school or GED