Position Type: Secretarial / Clerical Location: Brockport Division/Equivalent: Administration and Finance School/Unit: Procurement & Payment Services Categories: Secretarial/ Clerical
Position Summary: Provide secretarial support to Procurement and Payment Services staff.
Handle incoming correspondence.
Research background information.
Respond to questions accurately and thoroughly.
Handle telephone calls (main line and back-up for all other lines).
Transmit complete and thorough messages to staff, and follow-up as necessary.
Prepare and maintain quotation and bid requests, including construction.
Coordinate and arrange meetings (including PPS staff, Buyers, Accounts Payable and MWBE).
Take and distribute minutes at the meetings and distribute to pertinent people.
Open, review, sort and distribute incoming mail accurately and expeditiously.
Greet and direct visitors.
On a daily basis, input purchase orders in the web procurement system in an expeditious and accurate manner. Print purchase orders on a daily basis and give to student proofreaders. Process and input purchase order change notices, update information on the purchase order requisition forms, and distribute paperwork to appropriate places.
Work with the Director and SUNY System Administration on web procurement issues and problems. Assist with training of the Web Procurement System to other staff members and departments. Keep abreast of web procurement system changes and requirements.
Execute contract payments, ensuring that coding is correct. Work with our SUNY System liaison if there are coding /errors with any payments. Execute all utility payments ensuring that coding is correct.
Monitor the online requisition and purchase order log books. On a daily basis log incoming requisitions accurately and distribute to employees. Work with campus departments to distribute requisition numbers. Log voucher numbers from requisitions onto web log sheets as quickly as possible.
File purchase orders (paid and unpaid) in numerical order and requisitions by account number or project number. File scanned copy of the new Purchase Order into the PPS Online Shared Files - Green folder. Filing should be completed minimally every other day. Occasionally review the files to insure accuracy and efficient organization.
Perform duties as Secretarial Assistant to the Director (return phones calls, schedule appointments & meetings, maintain calendar, prepare mailing lists, work on bids and special assignments, etc.).
Maintain all information into the Iron Mountain website for our records retention program. Insure that information is accurate and easily accessible.
Receive, organize, log, and distribute appropriately all revenue checks that come into our department.
Organize and file all insurance forms (certificate of insurance, workers comp, and disability) that come into our office. Be the point person to work with Facilities and Planning when they are in need of making sure a vendor has the most current insurance form on file.
Be a back-up in executing payment for purchase orders, requisitions, non-orders, and travel.
Learn and assist with the Property Control system and the policies and procedures that go along with it.
Assist in administering Revocable Permits and Affiliation Agreements for the campus.
Place the office supply order for PPS and keep the cabinets organized.
Teamwork is stressed in this department. Be willing to assist a fellow colleague in need. Provide exceptional customer service to the campus community as well as your fellow PPS Team. Perform other duties as necessary and as requested by the Director. Independently offer 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. New York State Preferred Lists candidates have preference.
How to apply Please submit your application, cover letter, resume and contact information for three professional references at http://www.brockportrecruit.org by December 6, 2017.
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 (518) 474-6988 or via email at firstname.lastname@example.org.
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.
Founded in 1835, The College at Brockport is a nationally recognized comprehensive public college focused on student success. We are proud of our academic quality and exceptional value. Our 464-acre campus has 67 buildings occupying about one-quarter of the campus, with rolling grassy fields and wooded land. Each year, The College at Brockport awards approximately 25 percent of all bachelor's de...grees in the Rochester area, with many alumni staying in Rochester to work or attend graduate school. Our alumni serve in leadership roles in business, government, public safety, health care, the arts, sciences and education.