Accounts Payable Administrative Assistant

You'll work with a variety of financial systems and collaborate with departments across campus while serving as a key resource for vendors, students, and University employees. The role also provides opportunities to supervise student employees, assist with fraud prevention efforts, troubleshoot payment issues, and contribute to process improvements and new Accounts Payable initiatives.

We're looking for someone who is detail-oriented, dependable, comfortable working with technology and high-volume transactions, and committed to providing excellent customer service. If you enjoy solving problems, learning new systems, and being part of a collaborative team, this is an opportunity to build your Accounts Payable expertise while making an impact across the University.

This is an on-campus position, Monday through Friday; with working hours of 8-5 during the academic year, and 7:30-4 during the summer.

Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you'll do and what you'll bring:

Position Function:

Provide support for the operational functions of Accounts Payable in compliance with institutional and regulatory requirements.

Duties and Responsibilities:

1. Process high-volume invoice batches from University Dining using financial ERP systems; ensure accurate coding, timely posting, and discount optimization; maintain and validate standing order data annually, ensuring alignment with fiscal year parameters and contractual terms.

2. Administer and monitor the Office of Accounts Payable shared email queue, by classifying as responding to or routing of inquiries; assist the Accounts Payable Representative with the intake, classification, and routing of invoice data through the University's financial and imaging systems. Use and implement fraud detection and prevention methods.

3. Execute check voids, reissues, and alternative payment options; process lost check requests via online submission platforms; update records across banking interfaces, financial systems, and digital imaging repositories; maintain data integrity within stale check tracking applications.

4. Manage ACH return transactions by recording and reconciling returns within financial systems; generate automated and manual notifications to payees; provide technical guidance on resubmission procedures; reinitiate payments via ACH or check based on updated banking data; ensure student banking and contact information is updated as needed in the ERP system.

5. Provide front-line operational support by leveraging financial systems to retrieve and communicate payment data (e.g., check status, remittance details); manage inbound communication channels (phone, email and in-person) with a focus on efficient issue resolution and data accuracy, while delivering exceptional customer service. Use and implement fraud detection and prevention methods.

6. Assist in the development, documentation, and implementation of procedures for new and emerging Accounts Payable processes; collaborate with stakeholders to define workflows, controls, and system requirements, and provide ongoing operational support, troubleshooting and continuous improvement services after implementations.

7. Hire, train and supervise student employees on financial systems, data entry standards, and operational procedures; assign and monitor task completion to ensure accuracy and compliance with departmental workflows.

8. Support continuous improvement initiatives by identifying process inefficiencies, recommending system enhancements, and participating in the implementation of updated procedures or tools.

9. Coordinate mail intake and distribution processes, including logging, categorization, and routing of financial documents; communicate with internal departments to ensure timely handling of non-standard delivery schedules.

10. Administer controlled distribution of physical checks, including identity verification protocols and digital logging within tracking systems (e.g., Excel-based or database tools); perform periodic audits of undelivered checks and initiate outreach workflows for resolution and redistribution.

11. Track and manage returned refund checks for students and other payees; maintain detailed records in tracking systems; coordinate cross-functionally with Financial Aid and Student Financial Services; update vendor payment and contact records and ensure proper reissuance and documentation.

12. Conduct monthly audits of departmental procurement card activity using financial reporting tools; validate receipt submission and policy compliance; analyze transactions for tax exemption status and required business justifications; communicate discrepancies and enforce corrective actions.

13. Reconcile departmental charges from Barnes & Noble by applying appropriate accounting distributions; initiate payment requests within the financial system; index supporting documentation into the University's imaging and records management platforms.

14. Perform other related duties as assigned.

15. Maintain regular and predictable attendance.

Minimum Qualifications:

• Up to eighteen months of education beyond high school with course work in accounting and/or bookkeeping or equivalent.
• Over one through three years of accounting/accounts payable, data entry, bookkeeping, or related experience.

Preferred Qualifications:

• Associate's degree in accounting.
• Additional related experience.

How to apply:

Questions regarding this position may be directed to:

Samantha Rowe

Director of Accounts Payable

srowe@bsu.edu

Please apply via the online Ball State University job portal.

Please list three professional references within the online application.

Supporting Documents Upload Instructions:

Important: Do not use the Autofill feature when uploading your resume.

Required Document:

• Resume

Optional Document:

• Cover Letter

What we offer:

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

Let's fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package?

We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet.