Payable Analyst

Stony Brook University•Stony Brook, NY

About The Position

The successful candidate will deliver comprehensive administrative support on behalf of the Procurement Travel & Credit Card Programs Team and serve as a key resource for the Stony Brook Foundation Corporate Credit Card, ensuring both operational efficiency and exceptional customer service. This role requires the ability to work independently while effectively managing multiple priorities and tasks in a fast-paced environment. The candidate must demonstrate sound judgment, discretion, and the highest level of confidentiality in all responsibilities. Strong customer service orientation, analytical capability, and excellent written and verbal communication skills are essential. The incumbent is expected to consistently uphold university standards, comply with all regulations, and meet requirements established by relevant governing entities. The incumbent is expected to work independently to complete assigned tasks and must be able to proactively move projects ahead with an understanding of competing priorities.

Requirements

Bachelor's degree (foreign equivalent or higher).
In lieu of a Bachelor’s degree, an Associate’s degree (foreign equivalent or higher) and two (2) years of directly related full-time experience may be considered.
Two (2) years of full-time professional work experience in accounts payable, accounting, procurement, customer service, or a finance-related field.
Proficiency in Microsoft Office Suite and/or Google Workspace.

Nice To Haves

Bachelor's degree (foreign equivalent or higher) in Accounting, Business, or other finance-related field.
Additional years of full time work experience in accounts payable, accounting, procurement, or finance-related fields.
Experience in a higher education or finance setting.
Experience working with a corporate credit card program.
Experience working with an automated Travel & Expense system (preferably Concur).

Responsibilities

Serve as liaison between departments, suppliers, and credit card provider(s) regarding all aspects of the Corporate Card Program(s). Acts as liaison with Stony Brook Foundation representatives on matters involving the Corporate Card program and reimbursements.
Monitor card holder, department, and vendor compliance within the program(s). Involved in assessing enhancements to policies and system applications. Assist in maintaining guidelines and forms distributed to all cardholders.
Review all credit card applications for valid approval and funding information. Processes applications internal and/or credit card provider sites for issuance of cards.
Receive and distribute all cards, ensuring that acknowledgement forms are signed by all card holders.
Perform maintenance of card holder records such as financial accounts, card expiration dates, reporting hierarchy, monthly, and single transaction limits and all changes related to application records. Close inactive cards when applicable.
Reconcile active cards against daily employee termination listing; close cards accordingly and update records in HR system.
Ensure accurate and timely collection of credit card reconciliations and supporting documentation. Perform audit of selected transactions for compliance with all corporate card policies and procedures. Recommend canceling or suspending cards as appropriate.
Monitor the monthly card holder reconciliations and complete the monthly campus wide reconciliation and/or prepare the monthly payment(s) to the bank card provider(s).
Assist in the review and approvals of Stony Brook Foundation reimbursement requests.
Assist with responding to any audit inquiries.
Serve as a Subject Matter Expert (SME) in the Concur Travel & Expense system.
Assist in providing Concur Travel & Expense technical support.
Serve as a Subject Matter Expert (SME) in corporate credit card programs.
Assist in developing card holder / supervisor training documentation manuals.
Assist in conducting card holder / supervisor training sessions.
Assist with running and/or creating custom reports from various databases and procurement systems for university administrators and staff as needed.
Participate in the Fiscal Year end lapsing funds process, ensuring that all reconciliations and certifications are completed by the deadline.
Assist Accounts Payable and Procurement leaders in implementing projects. This may include writing proposals, conducting research, or using advanced skills to develop spreadsheets or databases as necessary.
Assist in the implementation of functionality to streamline the payment process, resulting in financial and time savings for the University and Accounts Payable.
Prepare or assist in the preparation of reports and presentations for Procurement ensuring appropriate dissemination of information.
Analyze card holders spending reports for compliance, report all findings to the supervisor.
Other duties or projects as assigned as appropriate to rank and departmental mission.