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Secretary 1 - Procurement & Payment Services - Employment Opportunity

Procurement & Payment Secretary 1, SG-11 Monday - Friday, 8:30 am - 4:30 pm Full-Time, Contingent Permanent Line # 00289

Position Summary:

Provide secretarial support to Procurement and Payment Services staff. 

Essential Duties:

Handles incoming correspondence.

Researches background information.

Responds to questions accurately and thoroughly.

Handles telephone calls (main line and back-up for all other lines).

Transmits complete and thorough messages to staff, and follows-up as necessary.

Prepares and maintains quotation and bid requests, including construction bids.

Coordinates and arranges meetings.

Takes, prepares and distributes minutes at meetings and distributes them to pertinent people.

Opens, reviews, sorts and distributes incoming mail accurately and expeditiously.

Greets and directs visitors.

Inputs purchase orders daily into the web procurement system in an expeditious and accurate manner. Prints purchase orders on a daily basis and assigns to student proofreaders.  Processes and inputs purchase order change notices, updates information on the purchase order requisition forms, and distributes paperwork to appropriate places.

Works with the Director and SUNY System Administration on web procurement issues and problems. Trains staff members and other departments on the Web Procurement System.  Stays educated on web procurement system changes and requirements.

Executes contract payments, ensures that coding is correct.  Works with our SUNY System liaison on any coding errors with payments.  Executes all utility payments and ensures coding is correct.

Monitors the online requisition and purchase order log books.  Logs incoming requisitions accurately and distribute to employees daily. Works with campus departments to distribute requisition numbers. Logs voucher numbers from requisitions onto web log sheets as quickly as possible.

Files purchase orders (paid and unpaid) in numerical order and requisitions by account number or project number.  Files scanned copy of the new Purchase Order into the Online Shared Files – Green folder.  Occasionally reviews files for accuracy and efficient organization.

Performs duties as Secretarial Assistant to the Director (returns phones calls, schedules appointments & meetings, maintains calendars, prepares mailing lists, works on bids and special assignments, etc.).

Maintains all information into the Iron Mountain website for records retention program. Insures that information is accurate and easily accessible.

Receives, organizes, logs, and distributes appropriately all revenue checks that come into the department.

Organizes and files all insurance forms (certificates of insurance, workers comp, and disability) that come into the office.  Is the point person who works with Facilities and Planning to be sure a vendor has the most current insurance form on file.

Executes payment for purchase orders, requisitions, non-orders, and travel when needed.

Learns and assists with the Property Control system and the policies and procedures that coincide.

Administers Revocable Permits and Affiliation Agreements for the campus.

Places the office supply order for Procurement & Payment Services and keeps the cabinets organized.

Is a Team Player.  Assists fellow colleagues in need. Provides exceptional customer service to the campus community as well as to fellow team members. Performs other duties as necessary and as requested by the Director. Independently offers to assist others in Procurement & Payment Services as time allows.

Minimum Qualifications:

Candidates must have permanent appointment in a Secretary 1 classified position (or be eligible for transfer) or be reachable for appointment on the current NY State Civil Service canvass list for Secretary 1 - Brockport location, Full-Time. 

How to apply:

Please submit your application, cover letter, resume and contact information for three professional references at jobs.brockport.edu by May 25, 2018.

Employment at The College at Brockport is contingent upon the successful completion of a background check and final budgetary approval.

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 info@goer.ny.gov.

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

contact: Gloria Lear, glear@brockport.edu
submitted: Wed, May 9, 2018 by hcunning
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