Accounts Payable Representative

Ball State University welcomes applications for an Accounts Payable Representative.

This full-time opportunity includes a generous benefits package with health insurance, retirement programs, educational assistance, and much more.

Responsible for processing the University's invoices in various software systems; includes invoice review and data entry, auditing/reconciliation of vendor statements, and serving as back-up to the Receptionist and Accounts Payable Representative.

Associate's degree or equivalent experience in accounting or business related field.

Over one through three years of accounting/accounts payable, data entry, bookkeeping, or other detailed administrative experience.

Over three years of accounts payable, data entry or bookkeeping experience.

None.

Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status.

Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.

Enter invoices in the University's procurement software and ERP; verify amounts entered into the system agree to vendor invoices; discount sales tax from invoice total; etc.

Serve as the main resource for invoice automation processes. Includes training, troubleshooting, daily invoice reviews, implementation and testing, researching discrepancies, verifying invoices, indexing in imaging system, and any additional tasks related to invoice automation.

Communicate with vendors/departments to obtain invoices, correct purchase order numbers, provide payment information, and research and resolve issues on vendor statements.

Review and approve After-the-Fact requisitions in the Procurement system; investigate any issues with addresses or FOAPs; ensure all BSU policies are being correctly applied to transactions; review and confirm attached documentation agrees to requisition as entered; review due date for reasonableness; apply 60-day rule for accountable plan reimbursements; review for possibility of 1099 vendor reporting.

Resolve invoice discrepancies due to tolerance issues, includes communicating with departments to achieve a resolution when applicable.

Train, coordinate and monitor employees in the Accounts Payable Office regarding the process of applying dining invoices. Create a schedule, and adjust as necessary, to assign those employees for the weeks they are responsible for the process. Answer questions and be the point person for all dining invoice issues, both within the Accounts Payable Office and throughout the University.

Complete monthly audits of departmental credit card usage for assigned cards; verify all receipts are received in a timely fashion; audit receipts to determine appropriate university expenditures; communicate with cardholders/proxies when necessary.

Prepare and scan/index invoices into imaging system.

Serve as back-up to the Receptionist and Accounts Payable Representative.

Perform other related duties as assigned.

Maintain regular and predictable attendance.

In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experience align with the elements of the position description (or leadership profile). In your cover letter, please select one of our enduring values and describe how you have demonstrated a commitment to that value in your professional endeavors.