Job Description
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.
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.
This full-time opportunity includes a generous benefits package with health insurance, retirement programs, educational assistance, and much more.
Job Function:
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.
Minimum Education:
Associate's degree or equivalent experience in accounting or business related field.
Minimum Experience:
Over one through three years of accounting/accounts payable, data entry, bookkeeping, or other detailed administrative experience.
Preferred Experience:
Over three years of accounts payable, data entry or bookkeeping experience.
Duties and Responsibilities:
- 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.
- Resolve invoice discrepancies due to tolerance issues, includes communicating with departments to achieve a resolution when applicable.
- 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.
- Perform other related duties as assigned.
- 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.
- Maintain regular and predictable attendance.
- 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.
- Serve as back-up to the Receptionist and Accounts Payable Representative.
At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.
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