Accounts Payable Administrative Assistant

Ball State University•Muncie, IN

1d•Onsite

About The Position

This is an excellent opportunity for a detail-oriented and service-focused individual to join the Accounts Payable office as an Administrative Assistant. In this role, you will support the daily financial operations of the institution by assisting with invoice processing, vendor communications, and ensuring compliance with university policies and procedures. The position requires strong organizational skills, the ability to manage multiple priorities, and a commitment to accuracy in a fast-paced environment. As a key point of contact for campus departments and external vendors, you will play an important role in maintaining positive relationships while contributing to the efficiency and integrity of the university’s financial processes. Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Requirements

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.

Nice To Haves

Associate’s degree in accounting.
Additional related experience.

Responsibilities

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.
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.
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.
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.
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.
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.
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.
Support continuous improvement initiatives by identifying process inefficiencies, recommending system enhancements, and participating in the implementation of updated procedures or tools.
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.
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.
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.
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.
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.
Perform other related duties as assigned.
Maintain regular and predictable attendance.

Benefits

paid 10 to 24 vacation days
12 sick days
10 holidays a year
paid parental leave (6 weeks)
affordable health and dental insurance
robust long-term disability and life insurance plans
a range of retirement benefits
cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State
cover 100 percent of the tuition costs for you to earn your undergraduate degree
cover 80 percent of your graduate tuition
comprehensive medical and dental plans
a Health Savings Account (which we contribute to)
a whole range of wellness, retirement, and other benefits like covering the cost of tuition at Ball State for you and your family