Office Assistant 2 (Calculations) - Accounting/Accounts Payable

State University of New York at Fredonia; Village of Fredonia (NY); On-site; USD 40,000 - 49,000; Full time

Job summary

The State University of New York at Fredonia's Accounting Office seeks a dedicated Office Assistant 2 (Calculations) to provide administrative support, perform mathematical calculations, and process payments and reimbursements in a team-oriented environment.

This full-time, 12-month position requires familiarity with SUNY policies, proficiency in Microsoft Office, and the ability to communicate clearly in writing and orally; employment is under NYHELPS program.

Qualifications

• One year of experience performing mathematical operations or clerical tasks.
• Ability to read, understand, and apply procedures and policies.
• Proficiency in Microsoft Office and basic accounting concepts.

Responsibilities

• Process transactions requiring mathematical calculation and program knowledge.
• Contact vendors and personnel to obtain information for invoices and vouchers.
• Review vouchers for conformance with guidelines and enter data into SUNY systems.
• Input vouchers into FMS and FREDmart with proper coding.
• Handle phones and emails for the Accounting office and ensure timely follow-up.

Skills

Mathematical calculations

Communication

Clerical experience

Attention to detail

Education

High school math/bookkeeping/statistics

Tools

Microsoft Office

SUNY FMS

FREDmart

Job description

Office Assistant 2 (Calculations) - Accounting/Accounts Payable

About State University of New York at Fredonia:

The State University of New York at Fredonia is a comprehensive, selective, public, residential, liberal arts university located in beautiful Western New York, just minutes from Lake Erie. Founded in 1826, the university is among the oldest in the SUNY system. Fredonia is home to a world-renowned School of Music and awards both bachelor's and master's degrees in over 100 degree programs in the liberal arts, natural and social sciences, mathematics, education, and business. Fredonia also features cutting-edge programs in the emerging fields of technology, service, and communication. Fredonia earned the 14th spot among top public, master's granting universities in the North in the 2010 edition of "America's Best Colleges," published by U.S. News & World Report. The university has continually ranked as a "best university" in U.S. News & World Report since 1989.

Fredonia is known for its strong academic programs, attractive architecture and grounds, rich campus life, and commitment to student engagement and success. Fredonia is focused on ensuring that all Fredonia students, utilizing knowledge developed through a broad range of intellectual experiences, will be:
1.Skilled (develop Intellectual and Applied Skills, Literacies and Knowledge),
2.Connected (engage Community and Diversity: Local Stewardship, Global Citizenship),
3.Creative (demonstrate Scholarship, Artistry, and Innovation), and
4.Responsible (activate Sustainability, Ethics, Leadership, and Professionalism).

Job Description:

Fredonia's Accounting Office seeks qualified candidates for afull-time, 12-month, Office Assistant 2,Calculations- SG-09,administrative support position. Working in a team-oriented environment and utilizing aworking knowledge and understanding of SUNY and campus policies and procedures, the successful candidate will possess analytical abilities, experience with Microsoft Office products, and should enjoy performing mathematical calculations. The incumbent willserve as a liaison between the campus, vendors, students, faculty and staff by accepting, auditing, and processing payments and reimbursements. On a daily basis, the incumbent will provide guidance in person, by phone or via mail on the proper procedures to follow to ensure accountability of all funds spent.

The Office Assistant 2,Calculationswill:

• Process transactions which require mathematical calculation and knowledge of the program area where assigned.
• Contact, by mail or phone, vendors and appropriate personnel to obtain information necessary for the calculation and processing of invoices, purchase orders, requisitions, travel vouchers, or other documents.
• Review submitted financial forms (e.g., vouchers) for conformance with established guidelines.
• Compute statistical calculations, such as averages, percentages, proportions, etc., by hand, using a calculator or a computer.
• Manage all phone calls and emails coming into the Accounting office.
• Input all vouchers through the SUNY Financial Management System (FMS) and FREDmart (our e-procurement system) with proper coding.
• Follow-up on compliance-related issues concerning purchases and requisitions.
• Expedite delivery of goods and invoices on a daily basis.
• Use of Microsoft Office products such as Excel, Word, Access, etc. along with SUNY's financial data warehouse, Business Intelligence (BI), and the New York Statewide Financial System (SFS).
• Operate office equipment such as photocopiers, calculators, computers, printers, audiovisual equipment, etc., as necessary to complete assigned tasks. Perform simple maintenance tasks such as adding toner and paper and changing ribbons.
• Must cross-train on some tasks and have a familiarity with all tasks performed within the Accounts Payable office.
• May be required to type correspondence, records and other material in final or draft form.
• Be aware of, understand, and follow all university policies.

Office Assistants 2 (Calculations) have oral and written communication with a variety of individuals (e.g.: employees, vendors, students, etc.) in the course of accomplishing assigned duties. These communications may consist of face-to-face and telephone contacts, as well as written correspondence. The type of communication will vary by program area, with some incumbents having a wide variety of communication and others focusing on one or two types. The incumbent will have contact with the general public.

Requirements:

This position is part of theNew York Hiring for Emergency Limited Placement Statewide (NYHELPS)program. For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

Office Assistants 2,Calculationswork within and must be able to read, communicate, understand, andapply procedures, rules, regulations, laws, and operational manuals.They must also operate and to some degree maintain a variety of officeequipment, and demonstrate the following knowledge, skills, and abilities:

• Knowledge of agency policies and program policies, procedures, and functions.
• Ability to perform complicated mathematical computations which include such things as account keeping, auditing, statistics and/or payroll computation.
• Ability to use office computational equipment, such as calculators, adding machines, computer terminals.
• Ability to set up and use manual and electronic office record keeping and filing systems.
• Ability to code and decode data for machine processing and statistical analysis.
• Ability to enter and retrieve data using an alphanumeric keyboard.
• Ability to prepare reports composed of narrative as well as numerical information.
• Ability to read, understand and apply laws, procedures, rules, regulations and guidelines where there are not clear precedents and without detailed direction.
• Ability to perform tasks accurately within prescribed time frames.
• Ability to communicate effectively in writing and orally.
• Experience working in clerical occupation.
• High school math/bookkeeping/statistics, as required (preferred).

The selected candidate will be appointed consistent with the governing Civil Service rules and regulations.

NON-COMPETITIVE MINIMUM QUALIFICATIONS:
One year of experience where most work time is spent performing mathematical operations, and/or clerical activities related to mathematical operations.

COMPETITIVE MINIMUM QUALIFICATIONS:
Permanent service in this title or one year of permanent competitive or 55-b/c service in a title SG-7 or higher and otherwise eligible for transfer under Civil Service Law.
A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/ .

The hiring salary for an SG09 is $44,560 annually. This is a full-time, 12-month, permanent, day shift position that is represented by CSEA. Hours to be determined at the time of appointment.

Fredonia prides itself on an outstanding workforce. To continually support organizational excellence, the university conducts background screens on applicants.

Pursuant to University policy, the University is committed to fostering a diverse community of outstanding faculty, staff, and students, as well as ensuring equal educational opportunity, employment, and access to services, programs, and activities, without regard to an individual's race, color, national origin, religion, creed, age, disability, sex, gender identity, sexual orientation, familial status, pregnancy, predisposing genetic characteristics, military status, and domestic violence victim status. Employees, students, applicants or other members of the University community (including but not limited to vendors, visitors, and guests) may not be subjected to harassment that is prohibited by law, or treated adversely or retaliated against based upon a protected characteristic.

The University's policy is in accordance with federal and state laws and regulations prohibiting unlawful discrimination and harassment. These laws include the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, Title VII of the Civil Rights Act of 1964 as Amended by the Equal Employment Opportunity Act of 1972, and the New York State Human Rights Law. These laws prohibit discrimination and harassment, including sexual harassment and sexual violence.