Administrative Assistant - Accounting Clerk IV - Kosciusko County

Ivy Tech; Warsaw (IN); On-site; USD 33,000 - 43,000; Full time

Benefits offered by this job

Health insurance

Dental plan

Vision plan

Flexible Spending Accounts

Paid time off

Job summary

Ivy Tech Community College is seeking an administrative associate to support the Front Reception Desk and Bursar activities. You will answer questions, direct visitors, handle payments, and assist with records and scheduling.

The role requires an Associate’s degree or equivalent experience, proficiency in MS Office, and strong customer service skills. Regular hours are 8:00 a.m. to 5:00 p.m. with occasional evenings or weekends.

Qualifications

• Associate’s degree or equivalent work experience required.
• Proficiency in Word, Excel, PowerPoint, and Outlook.
• Strong customer service and interpersonal skills.
• Ability to reason analytically and work independently.
• Excellent communications, math skills, task prioritization, attention to detail and confidentiality.

Responsibilities

• Provide coverage for Front Reception Desk, including phones and appointments.
• Assist students with advising appointments.
• Process student payments and manage accounts receivable in Banner/Workday.
• Prepare and submit mileage logs and receipts.
• Open/close campus areas and manage room reservations and AV needs.

Skills

Word

Excel

PowerPoint

Outlook

Customer service

Interpersonal skills

Analytical thinking

Detail orientation

Confidentiality

Education

Associate’s degree in business, accounting or finance

Tools

Banner

Workday

CRF

Job description

Provides coverage for the Front Reception Desk to answer questions and direct visitors to the Campus. Perform administrative duties as assigned.

To provide direct customer service to students, faculty, staff and business partners regarding Bursar questions either in person, on the phone, through mail or email. To process student payment activity, including the receipt of payments and other related accounts receivable.

Salary Range: $33,097 to $43,210. Compensation will be commensurate with the requirements of the position and the candidate’s relevant experience and education.

Major Responsibilities:

Administration Area:

• Provides coverage for Front Reception Desk, to include answering phones, incoming appointments and/or walk-ins.
• Assist students with making advising appointments utilizing Ivy Advising.
• Track RSVP list and send reminders for New Student Orientation throughout semester.
• Provide updated class schedules at the start of every term for staff and students.
• Order necessary office supplies for campus employees.
  • Running the postage and folding machine for mailings
• Prepare and submit mileage logs and receipts for campus employees.
• Open and unlock doors throughout campus for outside agencies such as exterminator, shred company, etc. when Security is unavailable or out.
• Ensure scheduled rooms and spaces are secure with AV needs and/or supplies.
  • Planning meetings and/or events and gatherings (such as Advisory Council meetings and holiday gatherings)
• Schedule Vice Chancellor meetings, including room requests through Live 25 Pro.
• Prepare bi-monthly Vice Chancellor staff meetings to include room reservations and set up, printing of agendas, taking meeting minutes, etc.
• Secure Ivy Tech vehicle for Vice Chancellor community meetings, programs, and/or events.
• Assists Vice Chancellor with administrative work and other duties as assigned.

Bursar Area:

• Serves as the main contact with students, faculty, staff, and business partners regarding Bursar questions either in person, on the phone, through mail or email.
• Responsible for all cashier-related duties including receiving payments, entering them into Banner and/or Workday; reconciling work through the CRF, and completing daily deposits.
• Main contact between Achieve Your Degree (AYD) Coordinator, business partners, and students. Position will process all paperwork, input into Banner, and maintain proper record keeping electronically as well as the physical record keeping system. Position will also bill students and business directly after the conclusion of the semester.
• Main contact between K14 advisors and students. Position will monitor all funding sources, send invoices to students on monthly basis, and invoice high schools each term.
• Responsible for non-pay communications for Kosciusko County, including mailing invoices and sending/responding to standard non-pay emails as part of the non-pay process.
• Audits Fee Remission on a weekly basis to ensure compliance.
• Reviews the Refund Reports from Systems Office daily to ensure compliance with the 14-day rule for Federal funds.
• Assists with creating purchase requisitions, processing receipts, and updating purchasing files to ensure accuracy and timeliness.

Duties and Responsibilities:

• The list of duties and responsibilities above should not be considered an exhaustive list. Other duties logically associated with the position may be assigned.

Minimum Qualifications:

• Associate’s degree in business, accounting or finance or equivalent work experience required.
• Supervisory experience preferred.
• Must be proficient in Word, Excel, PowerPoint, and Outlook.
• Must possess strong customer service and interpersonal skills.
• Must possess the ability to reason analytically and work independently.
• Must possess excellent communications skills, good math skills, and the ability to prioritize tasks, display extreme attention to details, maintain confidentiality, meet deadlines and display professional behavior.

Other Requirements:

Selected candidates for employment will be subject to pre-employment background checks, including a criminal history check. Any offer of employment will be contingent upon the outcome of these checks.

Working Hours:

• Regular working hours are 8:00 a.m. to 5:00 p.m., Monday through Friday.

• Occasional evening or weekend events for peak times, New Student Orientation and College Goal Sunday

Supervision: Vice Chancellor, Kosciusko County & Bursar, Fort Wayne

50% Administrative & 50% Bursar

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

Health & Wellness

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution

• Dental plan with no-cost preventive services and coverage for orthodontia

• Vision plan with low-cost exams and allowances for glasses or contact lenses

• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources

• Wellness program with opportunities to earn $250 in Wellness Rewards

• Flexible Spending Accounts for healthcare (limited purpose) and dependent care

Retirement & Financial Security

• 10% employer retirement contribution, fully vested after two years

• Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage

• Short-term and long-term disability benefits

Educational Benefits

• Fee remission for employees, spouses, and dependent children

• Tuition assistance for undergraduate, graduate, and doctoral programs

• Paid professional development opportunities

Work‑Life Balance

• Generous paid time off, including vacation, sick leave, holidays, and winter recess

• Flexible work arrangements where available

• Paid childbirth recovery leave (8 weeks)

• Paid parental leave (4 weeks)

Additional Perks

• Eligibility for Public Service Loan Forgiveness

• Additional discounts on gym memberships, transportation, and various retail services

Ivy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.

Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.

Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.