Bookkeeper and Auditor

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

Position Function: Perform bookkeeping and auditing tasks under firm deadlines, including but not limited to accounts payable, accounts receivable, and typing/routing of food and supply transfers; audit count of reserve money, meal period and daily cashier reports, and sales deposit monies; maintain adequate monies in proper denominations for cashiering function; prepare records for financial reporting, including but not limited to inventory evaluations, submittal of bills for payment, and invoices for payments due and meet requirements for end-of-the-month financial reports; type and send overdue notices; maintain and submit financial records, royalty payments, and reports required by contracted brands vendors; perform general office duties such as office equipment cleaning, answering telephone, communicating messages, requesting supplies, and maintaining files; utilize computer spreadsheet software, copy machine, and calculator.

Duties & Responsibilities:

1. Audit vendor invoices to BSU purchase orders; reconcile differences with vendors and/or unit management; type accounts payable vouchers and process via BSU Accounting Department for payment; type and process food and supply move orders; meet deadlines.

2. Audit daily cashier check-out sheets and cashier sales deposits; prepare sales deposit reports; submit sales deposits and reports to Bursar, report errors to management; audit and verify reports with POS cash system; prepare sales spreadsheet by concept each day, week, and month, then reconcile the daily sales deposits with the monthly financial reports; meet deadlines.

3. Audit cash POS (Point of Sale cash registers) records for accurate daily report of product movement of each menu item for each branded concept or food station; prepare computer spreadsheets to report product movement, value of sales, and royalties due each vendor; submit royalty authorizations to the Accounting Office for payment; meet deadlines.

4. Scrutinize records and then prepare monthly reports of inventory valuation, purchases, accounts payable, accounts receivable, journal vouchers for transfers, royalty payments, etc; submit to proper office locations; meet deadlines.

5. Collect receipts for pick-up sales, maintain adequate monies in proper denomination for revenue centers and maintain an accurate record of reserve monies and safe shortages; report discrepancies to the General Manager immediately.

6. Provide excellent customer service, including but not limited to interacting with customers, answering the telephone efficiently and courteously for incoming calls; route calls to proper person, taking accurate and thorough messages to provide accurate information and effectively communicating information to management in a timely, friendly, and courteous manner.

7. Audit all purchase orders against requisition lists to ensure orders exist, delivery dates are accurate, and vendor product code numbers are correct; notify management of discrepancies between purchase orders and vendor invoices.

8. Maintain up-to-date price and delivery records for all items purchased; enter corrections and receiving code numbers into computer system; and assist with annual unit fiscal inventory; meet deadlines.

9. Prepare estimated 100 client journal vouchers or invoices for meals, refreshments and services; submit to Student Financial Services for processing within the established business month; audit revenue accounts on the monthly financial statements to verify that client journal vouchers or invoices were correctly posted; audit revenue accounts on a monthly basis to ensure accounts receivables (off-campus and intra-university invoices) are paid; trace unpaid accounts and send overdue notices.

10. Perform other related duties as assigned, including but not limited to; reporting office repair needs, requisitioning office supplies, maintaining storage of department records according to guidelines and cleaning and maintaining office equipment.

11. Maintain regular and predictable attendance.

Minimum Qualifications:

• Up to eighteen months of bookkeeping, auditing, accounting, or related training or education beyond high school or equivalent.
• One to three years of bookkeeping, auditing, or accounting experience; excellent computer skills in Windows Word, Excel and Outlook.
• Excellent computer skills in Windows Word, Excel and Outlook.
• Demonstrated excellence in customer service.
• Demonstrated ability to work in an environment with frequent interruptions and changes.

Preferred Qualifications:

• Associates degree from an accredited college or university in bookkeeping, auditing, or accounting.
• Proficiency in the use of computer software: Cbord Menu Management, Excel, Word, Google.
• Database experience in POS cash handling systems, cash sales reporting and tracking.

How to apply:

For inquiries, please contact: University Dining at 765-285-1967.

Supporting Documents Upload Instructions:

Please follow upload instructions to attach all supporting documents.

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

Required Document:

1. Resume

Optional Document (Recommended for Best Consideration):

2. Cover Letter detailing your qualifications for the position.

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.