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Required Qualifications: As per New York State 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. The Civil Service list for this position might provide insufficient acceptors, therefore, a NY HELPS appointment may be made. Candidate must have One year of experience where most work time is spent performing mathematical operations, and/or clerical activities related to mathematical operations. 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 (as evidenced by an attached resume): Associates degree. Experience in Accounts Payable, Business, or Finance-related fields. Experience in a higher education setting. Prior experience with and knowledge of SUNY Financial Management System, OSC's State Financial System, and eProcurement system (i.e Jaggaer) ERP System.

Brief Description of Duties: The primary responsibility of the Office Assistant 2 (Calculations) position is to execute all aspects of the State payment process the State payment process. The focus will be on managing the vendor file, vouchering for payment, and following up on discrepancies with the issuance of payment checks. Duties to include the following:

• Review and process vendor commodity/service invoices for payment utilizing SUNY FMS or the SBU Wolfmart system. This task requires the detailed review and audit of purchase orders, contracts,
  agreements, and invoices and receiving documentation to ensure all respective terms, conditions, and requirements are fulfilled. Particular attention must be paid to ensure vendor invoice pricing is in accordance with prices/rates provided on purchase orders, quotations, and/or contract price lists. Monitor invoices, payment documents, and respective work files/folders in Wolfmart to ensure timely and accurate payment processing. Compile, run, and analyze Wolfmart reports as required for vendor, voucher, or any other pertinent information.
• Self-assign daily import vouchers and electronic invoice vouchers based on vendor assignment. Monitor process folders to ensure vouchers are properly assigned. Obtain campus department approval as required. Resolve orders, invoices, and any other issues related to the payment vouchers. Address and resolve Wolfmart invoice export and/or business errors.
• Have a basic understanding of the OCR system and utilize it for invoice recognition and validation to scan vendor invoices received each day.
• Utilize both written and verbal communications to respond to inquiries from vendors, staff, and campus departments relating to purchase orders and vendor invoices. Communicate with campus departments verbally, via email, and/or with comments in Wolfmart on issues including non-received payments, lost checks, and checks returned to Treasury, etc.
  Monitor emails for responses to Wolfmart comments.
• Utilize the OSC SFS system to research vendor files, payment vouchers, and voucher payment check status. Provide OSC's website portal information to vendors for them to view, update and maintain their vendor file and to retrieve voucher payment information. Follow up on vendor address update requests made to VMU and analyze the accuracy or validity of changes made in the SFS system. If and when application, obtain and submit SFS documentation required to update vendor information file.
• Assist in the year-end lapsing fund process by reviewing and updating appropriate year-end lapsing reports and by ensuring all held invoices have been addressed and vouchered for payment.
• 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.

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

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

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