Campus Description: 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. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory, a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities. Stony Brook Medicine is Suffolk County's only academic medical center and tertiary care provider. Many opportunities exist for collaborative research, and in some cases, joint appointments with BNL or with Medical School departments.
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Descriptive Title: Clerk IIREF#: WC-S-7813-13-09-F
Budget Title: same as aboveState Classified Position
Department: Procurement, Property ControlState Line#: 12081
Grade: SG.09Campus: Stony Brook West Campus/HSC
Status: Permanent
THIS POSTING IS NOT CURRENT !!!

Required Qualifications: MUST BE A CURRENT NY STATE EMPLOYEE. Per Civil Service Guidelines. Must have taken and passed the specific job related Civil Service exam and be reachable on the appropriate Civil Service list. Must have, keep and maintain the appropriate valid NYS Driver's License and have a motor vehicle record which is free from major violations or a pattern of repeat violations.
Preferred Qualifications: High School diploma/GED. Three years of full time, responsible, clerical experience. Experience with Microsoft Office with proficiency in Excel, Wolfmart, and Real Asset Management (RAM). Knowledge of policies and procedures related to purchasing, receiving and storing inventory.

Brief Description of Duties: This position is critical to the operation of the Property Control Office as the incumbent is responsible for creating the workflow in the property management process.

Creation of Asset Decals
  • Generate daily State, Research Foundation, and Hospital Reports. Create and complete paperwork (703's) for equipment purchases. Create asset decals for acquisition of equipment to be affixed on assets received in the Central Receiving Warehouse.
  • Issue and attach Asset Decals on equipment for the Stony Brook Foundation, State, Research Foundation, University Hospital and the Long Island Veterans Home within criteria set for each expenditure area, abiding by the requirements established by State, Research Foundation, and University policies, on and off campus sites.
Maintain University Assets
  • Oversee and maintain an understanding of the regulations and policies behind decal procedures. Must be able to speak for inconsistencies and accounts that do not reconcile. Reach out to other departments in order to solve and have a thorough understanding of the data base system.
  • Maintain Asset Number Log Books.
Reconciliation of University Asset Decals
  • Responsible for monthly reconciliation of State, Research Foundation, and Hospital reports.
  • Generate monthly reports on issued assets for State, Research Foundation, Hospital, Stony Brook Foundation, and Long Island Veterans Home for Supervisor's review with Director. Follow up on outstanding 703’s, enter data, assist other departments with filling out 703’s, and update RAM. Create and maintain a complex filing system on inventory and fixed assets.
  • Assist with filing and data entry for Property Control and Central Receiving.
  • Supervise student and temporary agency workers support staff. Train support staff on RAM system.

Other Duties: As assigned by supervisor.

Special Notes: This is a full-time position, 37.5 hours per week, Monday through Friday, 8:00am - 4:30pm. FLSA Nonexempt position, eligible for the overtime provisions of the FLSA. FLSA non-exempt 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.

Application Procedure: Those who are interested in this position and meet the required qualifications, should submit a State employment application to:

Human Resource Services
State Classified Appointments
390 Administration Building
Stony Brook University
Stony Brook, NY 11794-0751


Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 10/14/2013, unless specifically noted otherwise in the Special Notes Section.

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 ON-LINE AT THE UNIVERSITY POLICE WEBSITE AT http://www.stonybrook.edu/police

Job Category: C) Secretarial and Clerical positions (including Administrative Assistant).
Posting Date: 09/30/2013
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