Temporary Assistant, Office of Accounts Payable
Ball State
Muncie, IN
Full-time
Accounting
Posted on April 24, 2024
Posting Details
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Temporary Assistant, Office of Accounts Payable
About this Opportunity
Our Statement on Inclusiveness
At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
Wages Begin At
15.00
FLSA
Administrative Exemption
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Assist with daily functions related to Accounts Payable and Travel.
Minimum Education
Over 18 months of education or training beyond high school, or equivalent combination of education and experience.
Minimum Experience
At least one year of experience working in an office setting.
Minimum Other
Experience with Microsoft Word, Excel and Outlook. Excellent customer service skills, and written and oral communication skills. High level of attention to detail and organizational skills required.
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Preferred Experience
Experience with Banner ERP system, Jaggaer procurement system, Chrome River travel and Egencia travel are all preferred, but not required.
Preferred Other
Position Title(s) Supervised
None
EEO Statement
Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University
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.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
Accounts Payable:133020
Department Information
Department Email or Phone Number
765-285-1327
Duties & Responsibilities
Ranking
1
Job Duty
Assist with approval of SciQuest NonPO Payment Requests. Run FGRIDOC report monthly and contact employees to review their transactions.
Ranking
2
Job Duty
Assist with invoicing for both regular vendors and dining vendors as needed.
Ranking
3
Job Duty
Review vendor statements and follow up with vendor to request additional information or copies of missing invoices. Provide payment detail for invoices that have already been paid.
Ranking
4
Job Duty
Review controller report emails showing month-end balances. Report any amounts to be reviewed to the Director of Accounts Payable.
Ranking
5
Job Duty
Complete BDM upload and JV Fupload of travel p-cards. Acquire and organize receipts for BDM; prepare Fupload for review before submitting.
Ranking
6
Job Duty
Pull transactions on travel p-cards out of SmartData Online daily and enter dollar amount and description on FUPLOAD spreadsheet.
Ranking
7
Job Duty
Assist with travel as needed.
Ranking
8
Job Duty
Assist with prepaid card program upon activation.
Ranking
9
Job Duty
Assist with monthly travel and other p-card audits as needed.
Ranking
10
Job Duty
Maintain requests and place orders for office supplies through SciQuest (Guy Brown or current office supplies vendor) as needed.
Ranking
11
Job Duty
Back-up front desk during lunches and as needed to cover vacation and sick time.
Ranking
12
Job Duty
Maintain and update the time off calendar for the Accounts Payable Office in Outlook.
Ranking
13
Job Duty
Monitor mail bin and contact areas to pick up mail remaining in the mail bin at 2PM.
Ranking
14
Job Duty
Perform other related duties as assigned.
Ranking
15
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401457SF
Number of Vacancies
1
Desired Start Date
06/03/2024
Position End Date (if temporary)
12/06/2024
Open Date
04/22/2024
Close Date
04/26/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Temporary Assistant, Office of Accounts Payable
About this Opportunity
Our Statement on Inclusiveness
At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
Wages Begin At
15.00
FLSA
Administrative Exemption
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position Function
Assist with daily functions related to Accounts Payable and Travel.
Minimum Education
Over 18 months of education or training beyond high school, or equivalent combination of education and experience.
Minimum Experience
At least one year of experience working in an office setting.
Minimum Other
Experience with Microsoft Word, Excel and Outlook. Excellent customer service skills, and written and oral communication skills. High level of attention to detail and organizational skills required.
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Preferred Experience
Experience with Banner ERP system, Jaggaer procurement system, Chrome River travel and Egencia travel are all preferred, but not required.
Preferred Other
Position Title(s) Supervised
None
EEO Statement
Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University
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.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
Accounts Payable:133020
Department Information
Department Email or Phone Number
765-285-1327
Duties & Responsibilities
Ranking
1
Job Duty
Assist with approval of SciQuest NonPO Payment Requests. Run FGRIDOC report monthly and contact employees to review their transactions.
Ranking
2
Job Duty
Assist with invoicing for both regular vendors and dining vendors as needed.
Ranking
3
Job Duty
Review vendor statements and follow up with vendor to request additional information or copies of missing invoices. Provide payment detail for invoices that have already been paid.
Ranking
4
Job Duty
Review controller report emails showing month-end balances. Report any amounts to be reviewed to the Director of Accounts Payable.
Ranking
5
Job Duty
Complete BDM upload and JV Fupload of travel p-cards. Acquire and organize receipts for BDM; prepare Fupload for review before submitting.
Ranking
6
Job Duty
Pull transactions on travel p-cards out of SmartData Online daily and enter dollar amount and description on FUPLOAD spreadsheet.
Ranking
7
Job Duty
Assist with travel as needed.
Ranking
8
Job Duty
Assist with prepaid card program upon activation.
Ranking
9
Job Duty
Assist with monthly travel and other p-card audits as needed.
Ranking
10
Job Duty
Maintain requests and place orders for office supplies through SciQuest (Guy Brown or current office supplies vendor) as needed.
Ranking
11
Job Duty
Back-up front desk during lunches and as needed to cover vacation and sick time.
Ranking
12
Job Duty
Maintain and update the time off calendar for the Accounts Payable Office in Outlook.
Ranking
13
Job Duty
Monitor mail bin and contact areas to pick up mail remaining in the mail bin at 2PM.
Ranking
14
Job Duty
Perform other related duties as assigned.
Ranking
15
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401457SF
Number of Vacancies
1
Desired Start Date
06/03/2024
Position End Date (if temporary)
12/06/2024
Open Date
04/22/2024
Close Date
04/26/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
- Resume
- Cover Letter
