New York Seasonal Jobs

Applications are invited for consideration for appointment to the following position:DESCRIPTIVE TITLE: Purchasing/Accounts Payable Specialist BUDGET TITLE: Clerical Specialist ILOCATION:SUNY Brockport, Brockport, NY DURATION OF APPT.: July 1, 2024- June 2025 (2)SALARY RANGE: $45,000-$48,000 DOE (1) 100% time DATE TO BE FILLED: June 1, 2024_FUNCTION & SCOPE: The Research Foundation for the State University of New York (RF) is a private, non-profit educational corporation chartered by the State of New York to conduct pre- and post-award grant administration for the SUNY system. The Research Foundation for SUNY is responsible for maintaining compliance with all federal, state, sponsor, Research Foundation and SUNY policies, processes and regulations.The Brockport Research Foundation Office manages all post-award activities once a grant/contract/ sub-award or other sponsored funding is awarded. The SUNY Brockport office works with numerous principal investigators and manages multiple awards. The Purchasing and Accounts Payable Specialist reports to the Director of Scholarship, Research and Sponsored Programs. DESCRIPTION OF DUTIES INCLUDING LEVEL OF SUPERVISION REQUIRED:Working under general direction, the Purchasing and Accounts Payable Specialist performs diversified and complex clerical and accounting functions in the University’s Research Foundation business office, including but not limited to:General accounts payable, purchasing and equipment inventory control duties including auditing and data entry of vendor, corporate credit card and employee travel payments; maintaining on-line vendor database; resolving billing problems with vendors; purchasing supplies and equipment for grants; maintaining documentation for independent contractors; working with stakeholders to resolve issues, and other general office duties. •Processing all grant payments (supplies, travel, consultant, honoraria equipment, participant payments for RF and SUNY faculty and staff, etc.) after ensuring all expenses are allowable, allocable, and meet sponsor, state and federal compliance guidelines.•Obtain and provide quotes for equipment, computers, tablets, and certain supply items.•Ensure all travel meets guidelines in the grant award, expenditures are in line with GSA federal allowable rates, and all receipts are included with each travel payment request.•Issue purchase orders for all equipment, computer, tablet and other orders as needed.•Ensure equipment items are tagged for inventory and provide information to property control.•Monitor OTPS spending on all awards, including internal awards, to ensure expenditures do not exceed amount awarded.•Set up new vendor accounts as needed.•Work with vendors on issues, including tax exempt reimbursements.•Provide solutions to PI (principal investigators) issues with orders and payments.•Work closely with SUNY Brockport Procurement and Payment Services and Brockport Foundation offices on split equipment purchases or split payments for equipment, supplies, travel, etc.•Coordinate reimbursement payments to the campus for gas, printing, postage, etc.•Make or assist with travel arrangements on awards, including for summits and other large meetings/conferences.•Coordinate request and receipt of W-9 forms required for all vendor payments (vendors, persons receiving travel or reimbursements payments, consultants, etc.); load in business system.•Complete consultant and independent contractor paperwork with terms and conditions in order for programs to engage and pay consultants and independent contractors.•Ensure compliance with all sponsor, state and federal regulations for all purchasing, travel, and payments.•Reconcile all credit card accounts (Bank of America, Walmart, Lowes etc.).•Reconcile office campus state account.•Reconcile checks: reissue checks as needed, sending out letters as required for reissuance.•Track shipments, deliveries and ensure receipt of all items are in good working order before making payment.•Coordinate all exchanges, returns and refunds.•Track missing paperwork (purchase requisitions, invoices, receipts, travel back-up, etc.) from PIs.•Coordinate IFR reimbursements to the campus for several programs. •Track Summer Undergraduate Research Program (SURP) expenses.•Work with IT on any software or equipment purchase requests before placing orders to ensure the campus does not already have it and that IT will support it, etc.•Complete quarterly report for Director to track expenditure activity and complete Annual Revenue Projection.•Complete check deposit paperwork.•Flag Director when export controls are required on out-of-country travel, purchase of supply or equipment items.•Close out award files, store awards and ensure awards are destroyed per records retention guidelines.•Create and maintain files (i.e., purchase orders, vendor credit cards, etc.)•Other duties as assigned by Director of Scholarship, Research and Sponsored Programs. _REQUIRED QUALIFICATIONS:•Associates degree in business field•3 years full-time progressive clerical experience or equivalent in purchasing, accounts payable or bookkeeping.•Demonstrated attention to detail.•Strong analytical and problem-solving skills, solution oriented.•Demonstrated strong computer skills with proficiency in MS Office (e.g, Word, Excel).•Experience with data entry to computerized financial systems.•Demonstrated strong and effective communications and interpersonal skills.•Strong mathematical/numeracy skills.•Ability to work with minimal supervision.•Demonstrated ability to cultivate vendor relationships.•Ability to multi-task and thrive in a fast-paced environment.•Demonstrated ability to work effectively with students, public, college community and external constituencies, with an appreciation for cultural and group differences. PREFERRED QUALIFICATIONS:•Familiarity with Oracle Business Systems•Two years experience working in an educational setting•Two years experience working with grant funds / non-profit sector_SPECIAL NOTES:*Work Week: Monday through Friday, 8 am - 4 pm.*This position is a Research Foundation for The State University of New York (RF) position and is subject to The Research Foundation for SUNY policies and procedures, sponsor guidelines, and the availability of funding.*The Research Foundation for The State University of New York (RF) is a private non-profit educational corporation. The RF is not an agency or instrumentality of the State of New York. RF employees are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. The RF operates under a contract with The State University of New York and receives no directly appropriated state funding.*(1) Salary based on education and experience. *(2) This position is subject to annual review based on performance and the availability of funds. •All finalists for this position will be subject to suitable pre-employment background investigation and may include confirmation of credentialing. Offers may not be extended until we receive a positive outcome from the pre-employment background investigation. *Applicants will not be reimbursed for any travel expenses. *Research Foundation employees working more than 50% of the time receive fringe benefits that includes medical, dental, vision, and life insurance, retirement and generous paid time off.*For more information about the RF, check our website at www.rfsuny.org. Beginning Review Date: _June 1, 2024 Applications will be accepted until the position is filled; however, candidates should submit their application by the beginning review date to insure optimal consideration.As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law.

Minimum Salary: 45000 Maximum Salary: 48000 Salary Unit: Yearly