Accounts Payable Specialist: Growth, Tech & Student Supervision

Ball State University; United States; On-site; USD 21,000 - 22,000; Full time

Benefits offered by this job

Vacation days and holidays

Paid parental leave

Affordable health and dental insurance

Retirement benefits

Tuition assistance (BSU)

Job summary

Ball State University is seeking an Accounts Payable Administrative Assistant to support invoice and payment processing, respond to vendor and campus inquiries, and help maintain accurate financial records. This on-campus role involves working with diverse systems, handling high-volume transactions, and providing exceptional customer service. This position starts on 09/28/2026 and operates Monday–Friday from 8:00 a.m.

to 5:00 p.m. during the academic year, with summer hours 7:30–4.

Qualifications

• 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.
• Associate’s degree in accounting.

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.

Education

Associate’s degree in accounting

Job description

Ball State University is seeking an Accounts Payable Administrative Assistant to support invoice and payment processing, respond to vendor and campus inquiries, and help maintain accurate financial records. This on-campus role involves working with diverse systems, handling high-volume transactions, and providing exceptional customer service. This position starts on 09/28/2026 and operates Monday–Friday from 8:00 a.m.

to 5:00 p.m. during the academic year, with summer hours 7:30–4.