Accounts Payable Clerk

Stony Brook University; Stony Brook (NY); On-site; USD 44,000 - 46,000; Full time

Job summary

Stony Brook University is seeking a detail-oriented Clerical/Secretarial professional to process vendor invoices and manage vouchers in Wolfmart and SUNY FMS. The role emphasizes accuracy in reviewing purchase orders, contracts, and receiving documents, ensuring compliance with terms and timely payments.

Responsibilities include daily voucher assignments, campus approvals, and resolving invoice issues while supporting vendor communications and file maintenance in the SFS/Wolfmart ecosystem.

Qualifications

• High School Diploma or GED; 2 years full-time clerical experience.
• Preferred: Associate’s degree in Accounting/Business/Finance; experience in accounts payable or finance-related fields.
• Experience with reviewing contract terms and in higher education, public sector, or unionized settings; familiarity with Financial Business Systems.

Responsibilities

• Vendor Commodity & Service Processing: review and process invoices for payments using Wolfmart; audit POs, contracts, invoices and receiving docs.
• Monitor Wolfmart payment documents and run Wolfmart reports for vendor, voucher, or other information.
• Voucher Management: self-assign daily import vouchers; obtain campus approvals; resolve invoice issues; address Wolfmart export errors.

Skills

Clerical experience

Education

High School Diploma or GED

Tools

SUNY FMS

SBU Wolfmart

SFS system

Job description

Job Field

Clerical/Secretarial

Required Qualifications (as Evidenced By An Attached Resume)

High School Diploma or GED (foreign equivalent or higher). Two (2) years of full-time clerical experience.

Preferred Qualifications

Associate’s degree (foreign equivalent or higher) in Accounting, Business, or Finance. Experience in accounts payable, business, or other finance-related fields. Experience with the review of contract terms and conditions. Experience in Higher Education, a public sector, and/or a unionized setting. Prior experience with Financial Business Systems.

Brief Description Of Duties

• Vendor Commodity & Service Processing:
  
  
  
  • Review and process vendor commodity/service invoices for payments utilizing SUNY FMS or SBU Wolfmart system. This task requires the detailed review and audit of purchase orders, contracts, agreements, 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.
  
  
  
  


• 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 Wolfmart invoice export and/or business errors.
  
  
  
  


• Purchase Order & Vendor Invoice Troubleshooting & 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.
  
  
  
  


• Vendor File Maintenance:
  
  
  
  • Utilize 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.
  
  
  • Provide vendors with website links and instructions for updating their vendor file information and payment method.
  
  
  
  


• 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 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.

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 [phone] 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.

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.

Primary Location

US-NY-Stony Brook

Schedule

Full-time

Appointment Type

Regular

Salary

$44,000 - $46,000