Required Qualifications (as evidenced by an attached resume):High School Diploma/GED (foreign equivalent or higher) with five (5) years of full-time experience in accounts payable, accounts receivable, or a related field or an Associate's degree (foreign equivalent or higher) with three (3) years of full-time experience in accounts payable, accounts receivable, or a related field. Experience in preparing and reviewing Purchase Orders (PO), reviewing contracts and other purchasing responsibilities. Proficient with integrated software modules(s) for processing transactions (for example: PeopleSoft, SAP, Quickbooks, etc.). Experience using Microsoft Office Suite.
Preferred Qualifications:Bachelor's degree (foreign equivalent or higher) with at least one (1) year of experience in accounts payable, accounts receivable, or a related field. PO/AP experience in higher education, non-profit or related field. Credit card transactions management and/or reconciliation experience. IRS W-9 and W-8 tax form knowledge and experience.
Brief Description of Duties:The Accounts Payable (AP) Specialist supports the Foundation's mission by managing the procurement process, ensuring the timely acquisition of goods and services, as well as preparing accurate purchase orders for the departments across campus. The AP Specialist will be responsible for creating, analyzing and maintaining POs. They will work with internal and external campus partners to support Advancement's goals.
- Purchasing:
- Manage the process of creating, analyzing, and maintaining purchase orders (POs), ensuring timely and accurate documentation in the records retention system.
- Review and verify complex purchase order documentation, including W-9/W-8 forms, contracts, and credit card orders for departments across campus.
- Prepare monthly, quarterly, and annual AP reports using PeopleSoft, ensuring data entry is accurate and up-to-date.
- Lead monthly PO reconciliations and identify discrepancies for resolution.
- Assist in the yearly PO rollover process, ensuring all POs are accurately maintained and transitioned.
- Communication/Relationship Development:
- Handle inquiries from constituents and stakeholders and liaise between departments to resolve complex issues and resolve discrepancies.
- Monitor accounts for Accounts Payable team.
- Compliance and Documentation:
- Ensure compliance with all relevant accounting regulations and standards such as GAAP and IRS Regulations.
- Provide necessary documentation and supporting materials for audits.
- Maintain detailed records to support internal and external audits.
- General Support:
- Purchase Order Control Groups/Vender set-ups/Travel bookings.
- Participate in cross-functional projects to improve financial operations.
- Assist in month-end and fiscal year-end closing processes.
- Provide mentorship and training to junior team members.
- 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. 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 (631) ###-#### 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
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SUNY Research Foundation: A Great Place to Work. 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.