Clerical Specialist I

Required Qualifications

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

Brief Description Of Duties

• Ensure all invoices are received from vendors on a timely basis and forward to Accounts Payable with proper authorization
• Retrieve 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
• Call vendors for invoices
• Scan documents as needed into department-shared drives
• 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
• 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
• Create account spreadsheets, graphs, tables, and link spreadsheets
• 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
• 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.
• 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.
• We are unable to sponsor candidates for work visas.
• Resume/CV and cover letter should be included with the online application.
• SUNY 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 (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.
• SUNY Research Foundation: A Great Place to Work.

Starting Salary Range

• $47,000

Job Field

• Clerical/Secretarial

Primary Location

• US-NY-Stony Brook

Hiring Area

• Campus Operations and Maintenance

Schedule

• Full-time

Posting Start Date

• Jul 1, 2026

Posting End Date

• Jul 16, 2026, 4:59:00 AM

Salary Grade

• N6

SBU Area

• The Research Foundation for The State University of New York at Stony Brook