Administrative Assistant V - Accounts Payable

Indiana State Police (IN); Indianapolis (IN); On-site; USD 10,000 - 60,000; Full time

Job summary

A state police department in Indiana is seeking a civilian employee responsible for processing travel requests and advising on travel rules. The ideal candidate should be a high school graduate with basic accounting skills and the ability to work under pressure. Applicants must submit a complete work history and required documents as part of the application process.

Qualifications

• Ability to interpret and apply rules, regulations, and guidelines.
• Ability to calculate and accurately compile data.
• Must be able to work under pressure and meet deadlines.

Responsibilities

• Process travel requests and vouchers.
• Advise employees on travel regulations.
• Book flights and hotels.

Skills

Basic accounting and math skills

Bookkeeping and auditing knowledge

Problem-solving ability

Computerized word processing skills

Effective communication

Confidentiality maintenance

Education

High school graduate or equivalent G.E.D.

Job description

Overview

FOR CURRENT STATE EMPLOYEES, ESTABLISHED SALARY RULES APPLY

To serve as a civilian employee of the Indiana State Police whose primary responsibility is to prepare and process travel requests and vouchers, advise Department employees on travel rules and regulations, and process all utility payments for the Department.

Responsibilities

• Process travel requests for approval.
• Process all travel vouchers for reimbursement.
• Serve as liaison between Department and IDOA Travel Section.
• Stay current on all travel rules and regulations.
• Advise Department employees on travel rules and regulations.
• Prepare daily deposit.
• Process all utility payments.
• Complete and tabulate travel vouchers.
• Enter travel into Encompass Financial system to reimburse Department personnel for travel.
• Review all in-state and out-of-state travel requests for accuracy.
• Process all registrations through travel cards or Encompass Financial System.
• Process emergency travel.
• Process travel card monthly payment.
• Make direct payments to motels/hotels for training and lodging.
• Respond to inquiries from Department personnel regarding travel rules.
• Troubleshoot with IDOA Travel to resolve any travel-related issues.
• Assist Department employees in completing travel vouchers correctly.
• Book flights and hotels through the travel agency website.
• Process checks through the remote deposit system.
• Enter accurate accounting entries into the Encompass AR module.
• Perform other duties as required.

Qualifications

• Must be a high school graduate or equivalent G.E.D.
• Must be able to apply basic accounting and math skills.
• Knowledge of bookkeeping and auditing.
• Ability to acquire knowledge of Department functions and procedures.
• Ability to deal with and solve problems.
• Ability to calculate and accurately compile data.
• Ability to work with computerized word processing, spreadsheets, databases and software.
• Ability to operate and maintain office equipment to include copy machine, calculator, computers and transcribers.
• Ability to maintain confidentiality.
• Ability to work under pressure and successfully function in a stressful environment.
• Ability to interpret and apply rules, regulations and guidelines.
• Must be able to access, input and retrieve information using a calculator and computer.
• Ability to communicate effectively, both verbally and in writing.
• Must be able to organize, file and retrieve information.
• Must be able to proofread documents with accuracy.
• Must be able to work with minimal supervision, prioritize work and meet deadlines.

Application information

Must be able to successfully pass a background investigation. Applicants are asked to submit a complete work history. All applicants are required to submit copies of high school transcript or GED certificate, any college transcripts, technical certificates and a military DD214 (if applicable). Please attach these documents to your online application. If you are unable to attach these documents as requested, please email the documents to [e-mail] and indicate your name and the position for which you have applied when forwarding all attachments.