Stony Brook University Office Assistant 2 in Stony Brook, New York

Office Assistant 2


Required Qualifications: Per Civil Service Standards and Specifications must have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list. 70.1 Transfers are encouraged to apply. 70.1 Transfer Candidates must have been appointed from a Civil Service List and have served permanently in an appropriate title(s) for one year. Transfers must be within two salary grades.

Preferred Qualifications: Fast and accurate data entry. Knowledge of accounts payable and billing. Ability to work in a customer service environment. Strong communication skills needed to interact with customers, vendors, staff and managers. Intermediate experience with Microsoft Office products to include Excel and Word.

Brief Description of Duties: The Office Assistant 2 will perform a variety of complicated clerical and office support activities related to transportation operations.

  • Process all New York State (NYS) Department of Motor Vehicle (DMV) related matters and ensure all paperwork is processed accurately for Stony Brook University owned vehicles, grounds and other equipment. Maintain accurate University vehicle and grounds equipment vehicle lists and ensure New York State, Office of General Services and University records are current. Through INFOR, oversee vehicle/ Department communications, including safety recalls, preventative maintenance, major service, NYS inspections and other recalls. Responsible for completing/obtaining/filing vehicle/grounds equipment accident information and appropriate forms from all University departments. Required to ensure that all accident information is filed with the Office of General Services.

  • Responsible for the electronic purchasing requisition and accounts payable process for the Automotive Repair Facility, which includes automotive, transit (bus) and grounds equipment, using SUNY, SUNY Web System and Wolfmart. Maintain accurate financial records for all Transportation and Parking Operations accounts. Communicate with Procurement, Accounts Payable and outside vendors regarding purchasing, materials and payment issues. Track status of open encumbrances, purchase orders and related balances. Provide statistics to Business Manager regarding budget needs. Reconcile account expenditures weekly against SUNY Web based Business Intelligence (BI) system and against AES reports on a monthly basis. Required to purchase items directly from State contracts and off State contracts, prepare and process purchase orders for standard materials, supplies, equipment and services on the open market according to procedures/guidelines and follow up on compliance concerning purchases and requisitions.

  • Responsible for the day to day operations of office and respond to inquiries for all of Transportation and Parking Operations. Answer phone calls assisting callers and take messages for all office staff, as directed. Provide excellent customer service skills. Maintain a good working relationship with all related departmental staff.

  • Perform the billing of automotive, transit (bus) and grounds equipment work orders and posting of recharges. Maintains records to track repayments. Create and process work orders for automotive, transit (bus) and grounds equipment maintenance. Enter parts onto work order and open and close work orders for the department.

  • Using a computerized software system, maintain and update detailed spreadsheets on several shared drives. Monitor assigned accounts, updating spreadsheets daily for each account detailing the account expenditures, noting any and all account charges and changes. Produce weekly summary reports for business offices. Create detailed spreadsheets including linking to multiple drives for multiple departments. Insure all formulas and links are correct and information is transferred and reconciled daily.

  • Respond to inquiries that relate to Procurement and Accounts Payable. Must be able to calculate payments for contracts and POs. Ensure that all invoices are received from vendors on a timely basis and sent to Accounts Payable with proper authorizations.

  • Procure and track all fuel station users, usage and fuel card transactions as required. Complete required reports/summaries on fuel station use on a monthly basis.

  • Ensure all files are organized and maintained for the Department of Transportation and Parking Operations.

  • Other duties as assigned.

Special Notes: This is a full-time position, 37.5 hours per week, Monday through Friday, 8:00 a.m. to 4:30 p.m. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. Internal and external search to occur simultaneously. Mandatory rehire roster candidates have preference.

The selected candidate must successfully clear a background investigation.

Essential Position: This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such are required to report to work/remain at work even if classes are cancelled, and the campus is working on limited operations in an emergency.

Stony Brook University will be 100% tobacco-free starting January 1, 2016. See our policy and learn more at

Stony Brook University is an Affirmative Action/Equal Opportunity employer. We encourage protected veterans, individuals with disabilities, women and minorities to apply.

If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632-6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632-6350. It can also be viewed online at the University Police website at

About Stony Brook: Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff.

SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock-Krasner House in East Hampton, New York, Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

Job Field: Civil Service Positions

Primary Location: US-NY-Stony Brook

Official Job Title: Office Assistant 2

Department/Hiring Area: Facilities Operations - Transportation & Parking

Stony Brook University

Schedule: Full-time

Pass Days: Day Shift

Posting Start Date: Dec 7, 2018

Posting End Date: Dec 21, 2018, 11:59:00 PM

Salary: As per civil service guidelines

Salary Grade: SG9

Req ID: 1803141