Provide support for the operational functions of Accounts Payable in compliance with institutional and regulatory requirements.
Duties and 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.
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.
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 fina
Additional Information
Position Title:
Accounts Payable Administrative Assistant
Bsu · Ball State University