Clerical Specialist I

Clerical Specialist I

Required Qualifications (as evidenced by an attached resume):

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.

Preferred Qualifications:

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

Brief Description of Duties:

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.

Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research policies and procedures, sponsor guidelines and the availability of funding. This is a full-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

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 Office of Equity and Access (OEA) at or visit OEA.

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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Job Number:

Official Job Title: Clerical Specialist I

Job Field: Clerical/Secretarial

Primary Location: US-NY-Stony Brook

Department/Hiring Area: Campus Operations and Maintenance

Schedule: Full-time Shift :Day Shift Shift Hours: 8:00 a.m. - 4:30 p.m.

Posting Start Date: Oct 17, 2025

Posting End Date: Oct 31, 2025, 10:59:00 PM

Salary:$47,000

Appointment Type: Regular

Salary Grade:N6

SBU Area:The Research Foundation for The State University of New York at Stony Brook