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Accounts Payable Clerk

Company: Stony Brook Medicine
Location: Stony Brook
Posted on: January 25, 2023

Job Description:

Required Qualifications (as evidenced by an attached resume):
High School Diploma or GED (foreign equivalent or higher). Two (2) years of full-time, progressively responsible clerical experience or one (1) year of Accounts Payable experience. Microsoft Office (Word and Excel).

Preferred Qualifications (as evidenced by an attached resume):
Associate's degree (foreign equivalent or higher). Three (3) years of progressively responsible experience in Accounts Payable or a Business, or Finance-related field. Experience with reviewing contract terms and conditions. Experience working with a procurement software system.

Brief Description of Duties:
The primary responsibility of the Clerk II will be to execute all aspects of the State payment process. Focus will be on management of the vendor file, vouchering for payments and following up on discrepancies with the issuance payment checks.


  • Vendor Commodity & Service Processing:
    • Review and process vendor commodity/service invoices for payments utilizing a procurement software system (i.e Wolfmart). This task requires assisting with reviewing and auditing of purchase orders (PO's), contracts, agreements, invoices and receiving documentation. 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 to ensure timely and accurate payment processing.
    • Compile, run, and analyze reports as required for vendor, voucher, or any other pertinent information.
    • Voucher Management:
      • 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 approvals as required.
      • Resolve order, invoice, and any other issues related to the payment vouchers.
      • Address and resolve invoice export and/or business errors.
      • Scanning of Vendor Invoices:
        • Utilize Kofax system to scan vendor invoices received each day; scanned data must be validated to ensure the PO and invoice information was correctly captured.
        • Purchase Order & Vendor Invoice Trouble-shooting & Help:
          • Utilize both written and verbal communication skills 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.
          • RF Vendor File Maintenance:
            • Utilize Statewide Financial system (SFS) to research vendor files, payment vouchers, and voucher payment check status.
            • Provide Office of the State Comptroller (OSC) 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 and analyze the accuracy or validity of changes made in the SFS system.
            • Obtain and submit SFS documentation required to update vendor information files.
            • Year-End Lapsing Funds Processes:
              • Assist in the year-end lapsing fund process by reviewing and updating appropriate year-end lapsing reports.
              • Ensure all held invoices have been addressed and vouchered for payment.
              • Additional Duties & Responsibilities as Assigned:
                • Other duties as assigned.

                  Special Notes:
                  The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation 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.

                  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) 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.

Keywords: Stony Brook Medicine, New Haven , Accounts Payable Clerk, Other , Stony Brook, Connecticut

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