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Purchasing/Accounts Payable Specialist

Salary

$57,151.00 - $62,866.00 Annually

Location

SUNY Brockport

Job Type

Professional Full-Time

Job Number

2500162

Division

Academic Affairs

Department

Scholarship, Research & Sponsored Programs

Opening Date

10/01/2025

Bargaining Unit

08 United University Professions (UUP)

+ Description

+ Benefits

+ Questions

Founded in 1835, State University of New York (SUNY) Brockport is an exceptional regional comprehensive public university that offers high-quality undergraduate and graduate degree programs in the arts, business, education, health, humanities, social sciences, and STEM. The University’s curriculum is grounded in the liberal arts and sciences and emphasizes experiential learning.

Located only a few miles from Lake Ontario in a quaint “Village on the Erie Canal,” SUNY Brockport is conveniently situated between the cities of Rochester and Buffalo — the fourth and second largest cities in New York State. Inspiring excellence through growth, engagement, and transformation is our mission. Join the inclusive community of dedicated faculty, staff, and students who together are Building a Better Brockport! (https://www2.brockport.edu/about/strategic-plan/)

SUNY Brockport has a strong commitment to equity, diversity, and inclusion. We are committed to creating a diverse environment and are proud to be an affirmative action equal opportunity employer. We welcome individuality and encourage you to utilize your unique talents and bring your skills as we collaboratively strive to build meaningful lives and vibrant communities.

SUMMARY

SUNY Brockport is accepting application for a Purchasing/Accounts Payable Specialist. The Purchasing/Accounts Payable Specialist performs complex accounting functions at the University's Scholarship, Research & Sponsored Programs office including accounts payable reconciliation, purchasing, corporate credit cards tracking and reconciliation, travel payments, consultant/independent contractor payments, decaling property, maintaining vendor documentation, maintaining online vendor database, resolving vendor and stake holders to resolve issues, monitoring and working with MWBE, monitoring budgets for allowability, setting up vendor accounts, and other general office duties.

JOB FUNCTIONS

Essential Functions:

Purchasing

+ Determines appropriate vendors to use for purchases, research who has the best price, and how the purchase and/or payment should be completed.

+ Determines whether we have an appropriate vendor for the purchase or new vendors need to be investigated and the best one chosen.

+ Obtains bids and quotes for equipment, computers, tablets, and certain supplies.

+ Works with IT on any software or equipment purchase requests before placing orders (RF can order different items than the state, but we still check with IT to ensure it’s not available elsewhere, that it can be supported, etc.).

Accounts Payable

+ Determines the appropriate payment type for the vendor. Purchase order, credit card, or check, which can depend on factors such as is it equipment, is the vendor new, do we have an established account, etc.

+ Processes all grant supply payments, travel payments, consultant payments, honoraria, and equipment and ensures all expenses are allowable, allocable, and meet sponsor, state, and federal guidelines.

+ Coordinates reimbursement payments to the campus for gas, printing, postage, etc.

+ Independently reviews budget and grant information for allowability.

+ Must be knowledgeable of all regulations for compliance of each payment time including sponsor regulars, which are different for each grant, campus regulations we are required to follow, state regulations and laws that must be followed, and federal regulations and laws that must be followed.

+ Audits and certifies all payments to ensure accuracy and applicable receipts.

+ Audits to ensure all expenses are accurate, receipted, and justified if applicable.

+ Completes the total due and certify it has been audited and is accurate by initialing.

+ Reviews payments for input accuracy by reconciling payments to the check register.

+ Reconciles uncashed checks. Send out letters for reissuance and reissue checks that require reissuing.

+ Coordinates IFR reimbursements for several of our program accounts.

+ Informs Director when export controls are required on a travel, supply, or equipment.

+ Completes journal transfers with appropriate justifications on accounts when appropriate. Ensures the justification is enough and that the transfer is going to an eligible grant within the dates of the expense and that the expense is allowed on the grant it is being transferred to.

Travel

+ Ensures all travel meets guidelines in the grant and expenditures are in line with GSA federal allowable rates and all receipts are included with travel request.

+ Ensures foreign travel must have Export Controls.

+ Makes travel arrangements for all grantees and for others off campus for programs such as Camp Abilities and for summits and other larger meetings/conferences.

+ Reviews to ensure costs are within the allowable amounts and that travel is allowable within the grant.

+ Ensures any compliance such as Fly America if applicable.

+ Ensures all receipts and justifications are included.

+ Ensures appropriate rates are used for lodging and per diem.

+ Ensures there are no restrictions on the state and/or country of travel.

+ Audits and certifies all payments to ensure accuracy and applicable receipts.

Independent Contractor/Consultant Payments/Participant Payments

+ Determines independent contractor payments versus payrolls.

+ Reviews classification rules and regulations to ensure correct classification.

+ Completes consultant and independent contractor paperwork with terms and conditions in order to engage consultants and independent contractors.

+ Analyzes rationale for choosing the consultant or independent contractor to ensure reasonable and allowable.

+ Determines Participant payment versus Fellowship.

+ Processes participant payments for all RF and SUNY faculty and staff.

+ Ensures paperwork is accurate including required W-9s and documentation that they have completed the requirements to receive funding.

Credit Cards

+ Reconciles all credit card accounts including Bank of America, Walmart, etc.

+ Reviews all credit card expenses and reconcile to the statements.

+ Ensures all requisitions for payments for credit card use are in the office, contact staff for any missing requisitions.

+ Ensures there are no taxes or unallowable expenses that need to be reimbursed by the Project Investigator.

+ Contacts the Project Investigator if any expenses need to be reimbursed and recoups the funds.

+ Ensures PI and award number are written next to expenses on credit card statements.

+ Ensures the credit card statements are paid in full prior to due date each month.

Other

+ Reviews to see if MWBE is required or if quotes were already approved to see if a specific vendor is required. Requires independently looking at budgets and grant information.

+ Determines the appropriate payment type for the vendor. Purchase order, credit card, or check, which can depend on factors such as is it equipment, is the vendor new, do we have an established account, etc.

+ Contacts requisitioner if purchase or payment do not meet regulations to indicate why it is not compliant and what can be done to make it in compliance if applicable.

+ Oversees compliance with all sponsors, campus, RF, state, and federal regulations. Must be knowledgeable of all laws and regulations for compliance and know where to look for compliance information.

+ Answers questions from Project Investigators on compliance for purchases and payments.

+ Consults grant budgets to ensure expenses are allowable and approved.

+ Uses the Oracle system for purchase orders and all payments.

+ Monitors spending on all awards including internal awards to ensure expenses do not exceed the amount awarded.

+ Communicates with vendors for orders, refunds, non-receipt of goods, exchanges, replacements, etc.

+ Provides unique solutions to PI issues with orders and payments.

+ Collaborates with SUNY Brockport Procurement and Payment Services, Brockport Foundation, and/or BASC on any split equipment purchases or split payments for equipment, supplies, travel, etc.

+ Coordinates and loads W-9s in the system, required for all purchase orders or payments (vendors, people receiving travel reimbursements, consultants).

+ Tracks shipments, deliveries, and ensure receipt of all items and in good working order.

+ Tracks missing paperwork (purchase requisitions, invoices, receipts, back-up) from project directors.

+ Tracks, files, and produces all purchasing and accounts payables paperwork.

Human Resources Back-up

+ Serves as the back-up for the Human Resources/Payroll Officer, tasks include employee orientations, time sheets and time reporting, completing payroll forms, and has knowledge of compliance regulations and laws for sponsors, campus, state and federal government.

+ Guides employees on how to complete forms.

+ Monitors timesheets and audit for accuracy.

+ Adds a person to payroll and the steps to complete the process.

+ Completes forms to be provided as part of a new employee orientation.

Project Director Communication and engagement

+ Institutes new policies when applicable.

+ Communicates deadlines; new policies, processes, and procedures in the Purchasing/Accounts Payable area; and other important information to Project Investigators.

+ Meets and advises with new Project Investigators of the processes for orders, payments, refunds, credit card usage, travel allowable expenses, and equipment purchases.

Property Control

+ Ensures equipment items are tagged for inventory and informs Director.

State Account

+ Reconciles office state-account to ensure all expenses belong to our office and not one of our programs, and to ensure the expenses match invoices and are reasonable.

+ Issue a payment to pay the state account balance

Office

+ Participates in staff meetings and contribute to office discussions. Contributes to all policies, processes, procedures, and changes made within the office.

+ Provides all details for purchasing/accounts payable for final grant reports and assists with reporting.

+ Reviews all expenses required for reporting to ensure correct and accurate

+ Ensures the expenses are all in the correct account

+ Ensures all property has been decaled

+ Closes out awards.

+ Reviews awards to ensure all purchase orders have been completed and closed out. Ensures all expenses have gone through

+ Certifies that the review has been completed and that all is accurate and charged

Revenue Projection

+ Compiles, reviews, and analyzes report required for the Director to complete the Revenue Projections.

+ Reviews current awards to see the dates of the awards and the amounts to see if they should be included in the upcoming revenue projection report.

+ Reviews and adds all pending grants that have been submitted.

+ Removes any pending grants from the previous report that were not funded.

+ Adds in information found in the Expenditure Reports.

+ Analyzes the information to see if it is too high or too low and investigate why.

+ Determines whether the amount is too high or too low, what a more realistic number should be.

+ Determines what number is more reasonable based on current grants and proposals.

REQUIREMENTS

Minimum Qualifications:

+ Bachelor's degree by the time of appointment from a college or university accredited by the U.S. Department of Education or an internationally recognized college or university

+ Three years of full-time progressive clerical experience or equivalent in purchasing, accounts payable or bookkeeping

+ Highly organized with time management skills and the ability to thrive in a fast-paced environment where change is constant

+ Demonstrated self-initiative and high ability to prioritize multiple tasks and duties with deadline and follow through to effective, timely completion

+ Strong mathematical/numeracy skills with demonstrated accuracy

Preferred Qualifications:

+ Familiarity with Oracle Business Systems

+ Two years of experience working in an educational setting

+ Two years of experience working with grant funds/non-profit sector

ADDITIONAL INFORMATION

Work Schedule:

37.5 hours/week: Monday-Friday, 8 am-4 pm

Benefits:

This position is benefits eligible. Find out more about benefits at Careers@Brockport (https://www.brockport.edu/support/human\_resources/careers.html) .

Application Instructions:

This position is not eligible for visa sponsorship.

Visit jobs.hr.brockport.edu to complete an application including your cover letter that addresses required and preferred qualifications, resume/CV, and contact information for three professional references.

Please note, if you have retired from a New York State Public Employee Retirement System (Teachers Retirement System or Employees Retirement System), you may be subject to an earnings limitation. Please familiarize yourself with the rules and regulations when applying for this position.

Background Investigation Statement: All applicants are subject to a pre-employment background check.

Pre-Employment Drug Testing: Pre-employment drug test and DOT physical may be required for positions requiring a valid Class A or B CDL driver's license with passenger endorsement.

Non-Discrimination Statement/Equal Employment Opportunity/Affirmative Action Employer: SUNY Brockport does not discriminate. SUNY Brockport is an Affirmative Action/Equal Opportunity Employer. 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, domestic violence victim status, or criminal conviction. 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.

Diversity Statement: SUNY Brockport is committed to creating and maintaining an equitable environment that welcomes, values, and supports individuals and communities who affirm human dignity. The University provides opportunities for engagement, learning, growth, and transformation to foster a diverse, equitable, and inclusive institution.

Reasonable Accommodations: SUNY Brockport provides reasonable accommodation to applicants with disabilities, veterans, or wounded warriors where appropriate. If you need reasonable accommodation for any part of the application and hiring process, please contact the Office of Human Resources or email your request to Tamara Gouger, AVP for Human Resources and ADA Coordinator, at [email protected]. Determinations or requests for reasonable accommodation will be made on a case-by-case basis.

SUNY Brockport is an AA/EEO/ADA employer. The University actively seeks applications from women, veterans, individuals with a disability, members of underrepresented groups or anyone that would enrich the diversity of the University.

This position is eligible for benefits as a full-time United University Professions (UUP) represented employee. SUNY Brockport provides comprehensive employee benefit programs designed to help keep our faculty, staff, and their families healthy, safe, happy, and productive. Find more information about benefit specifics in the information and links below.

Medical

SUNY Brockport is committed to providing affordable, comprehensive health plan options for faculty, and staff. There is a 28 calendar day waiting period for medical coverage to become effective. Coverage will become effective on the 29th day of employment if enrolled during the 28-day waiting period. For more information, and premium costs, please go to our NYS Health Insurance Program (NYSHIP) Rates (https://www.brockport.edu/support/human-resources/benefits/insurance-premium/) page. For premiums relevant to this position, please go to the sections labeled "UUP."

Dental and Vision

Dental and Vision coverage is provided for employees and their eligible dependents by their union at no additional cost to the employee. For more information, please visit the UUP Employee Benefit Trust Fund (https://uupinfo.org/benefits/btf.php) page.

Retirement

+ NYS Employees' Retirement System (ERS) and NYS Teachers' Retirement System (TRS) - Defined benefit plans; benefits are based on best Final Average Salary and years of service.

+ SUNY Optional Retirement Plan (ORP) - Defined contribution plan; benefits are based on the employer and employee contributions and the success of the investments. Employer contribution is 8% of salary for first seven years of service, 10% thereafter.

Membership for full-time and permanent employees is mandatory. All full-time employees are eligible to elect ERS or the ORP; employees in teaching, librarian, or coach (including assistant) titles are also eligible for TRS and may choose any of the three plans.

For more information, please go to the Retirement Systems section of the Benefits at a Glance (https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/UUP-FT-Benefits-at-a-Glance.pdf) . For a more thorough comparison of these retirement plans, please review the Retirement Plan Comparison Chart (https://www.suny.edu/media/suny/content-assets/documents/benefits/retirement-systems/Retirement-Plan-Comparison-Tier-12-24-v3.pdf) .

Additional Benefits

SUNY Brockport offers additional benefits to employees, including but not limited to, Flexible Spending accounts, Work-life Services, Employee Assistance Program, discounts on services, and much more. For more information on these great additional benefits, please go to our Fringe/Additional Benefits (https://www.brockport.edu/support/human-resources/benefits/fringe/) page.

For additional information on any of these benefits and more, view the Benefits at a Glance (https://www.suny.edu/media/suny/content-assets/documents/benefits/benefit-summaries/UUP-FT-Benefits-at-a-Glance.pdf) for UUP represented employees.

01

Are you authorized to work in the United States without requiring visa sponsorship?

+ I have unrestricted work authorization in the U.S. and would not require sponsorship

+ I have work authorization now, but would need sponsorship in the future

+ I would require sponsorship for a work visa

02

Are you 18 years or older?

+ Yes

+ No

Required Question

Employer

SUNY Brockport (NY)

Address

350 New Campus Drive Brockport, New York, 14420

Phone

(585) 395-2126

Website

brockport.edu