Assistant Director of Accounts Payable

Ball State PBS; Muncie (IN); On-site; USD 70,000 - 75,000; Full time

Benefits offered by this job

Paid vacation/holidays

Parental leave

Health and dental insurance

Tuition benefits

Disability and life insurance

Job summary

Ball State University is seeking an experienced accounting professional to serve as Assistant Director of Accounts Payable. This leadership role oversees payment processing, tax compliance, and the AP team to deliver exceptional service to the campus community.

The role requires managing 1099 reporting, vendor data accuracy, and collaboration with Purchasing and Registrar’s Office. A Bachelor's in accounting or related field and 3+ years of relevant experience are required, with Ball State

Qualifications

• Bachelor's degree in accounting or related field.
• At least three years of financial accounting, fund accounting, or audit experience.
• Excellent verbal and written communication skills.

Responsibilities

• Provide leadership and supervision for AP staff and ensure compliance with policies and controls.
• Review 1099-MISC and 1099-NEC files and ensure IRS reporting compliance.
• Process and reconcile AP and student refunds, checks, and ACH remittances; resolve bank issues.

Skills

Financial accounting

Communication skills

Education

Bachelor's degree in accounting or related field

Job description

Position Title: Assistant Director of Accounts Payable

Compensation: $70,000 - $75,000

Department: Accounts Payable

Ball State University is seeking an experienced accounting professional to serve as Assistant Director of Accounts Payable. In this leadership role, you’ll help drive the University’s payment operations, strengthen financial controls, oversee tax compliance, and mentor a talented team dedicated to providing exceptional service to the campus community. Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.

What you’ll do and what you’ll bring

Position Function: The Assistant Director of Accounts Payable provides leadership, operational oversight, and technical expertise in support of the University’s accounts payable, vendor management, payment processing, and tax compliance functions. This position ensures compliance with institutional policies, regulatory requirements, and internal controls while promoting efficient and accurate financial operations.

Duties and Responsibilities

• Provide leadership, supervision, and operational oversight for assigned Accounts Payable staff, ensuring compliance with University policies, procedures, and internal controls.


• Review and maintain 1099-MISC and 1099-NEC files, including monitoring compliance with Internal Revenue Service regulations related to tax-reportable payments and filing requirements.


• Perform quarterly reviews of 1099-related reports, prepare and distribute annual tax forms, and resolve IRS B-notices.


• Create and maintain vendor records within the University’s procurement, travel, and ERP systems, including verification of tax identification numbers, addresses, and banking information.


• Conduct regular audits of vendor additions and modifications, maintain supporting documentation within the University imaging repository, and collaborate with Purchasing to resolve vendor discrepancies.


• Perform duties relating to both Accounts Payable and Student Refund check processing, including reviewing payments, generating checks and ACH remittances, resolving bank transmission issues, reviewing positive pay exceptions, and researching payment validation notifications sent from the bank.


• Monitor email communications and payment activity for potential fraud and suspicious transactions; develop and provide fraud awareness and detection training for staff.


• Review and approve Non-PO payments within the University’s procurement system in accordance with established policies and approval guidelines.


• Reconcile and coordinate the uploading of procurement card transactions into the University’s ERP system.


• Respond to inquiries from faculty, staff, students, vendors, and external agencies regarding payments, tax compliance, and related Accounts Payable processes.


• Review/monitor invoices and vendors on hold and take action when necessary.


• Collaborate with Registrar’s Office to resolve duplicate vendors impacting Finance in the University’s ERP system.


• Assign and review work; coordinate employee orientation and training; and make recommendations in all areas related to supervision, including but not limited to recruitment, hiring, compensation, discipline, performance appraisals, and training and professional development of personnel.


• Participate in testing and validation of system patches, upgrades, and financial application changes and occasional student financial aid refund processes outside of regular working hours.


• Perform duties in the Director’s absence.


• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor's degree in accounting or related field from an accredited institution.


• At least three years of financial accounting, fund accounting, or audit experience with a broad base of accounting and tax knowledge; experience with personal computer applications, particularly spreadsheets.


• Excellent verbal and written communication skills.

Preferred Qualifications

• C.P.A. Experience in accounts payable, including payment review and processing, check writing, and 1099-MISC or 1042-S preparation; supervisory experience.

Supporting Documents

Resume

Optional Document: Cover Letter detailing your qualifications for the position.

Contact: Samantha Rowe, Director of Accounts Payable, at [e-mail].

What we offer

• Paid 24 vacation days, 12 sick days and 10 holidays a year.


• Paid parental leave (6 weeks).


• Affordable health and dental insurance.


• Robust long-term disability and life insurance plans.


• Range of retirement benefits to provide financial security to you and your family.


• Cover 90 percent of your child's (or children' ) undergraduate college tuition at Ball State.


• Cover 100 percent of the tuition costs for you to earn your undergraduate degree.


• Cover 80 percent of your graduate tuition.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child (or children) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

We have developed a calculator that shows you the value of our core benefits. Select the Total Compensation Calculator - Professional and download the spreadsheet. If you are applying for a 10-month position or one with Burris or Indiana Academy, please select the corresponding calculator.

Ball State University is an equal opportunity employer. All qualified applicants will receive equal consideration for employment without regard to race, religion, color, sex (including pregnancy), sexual orientation, gender identity or gender expression, disability, genetic information, ethnicity, national origin or ancestry, age, protected veteran status, or any legally protected status.

Ball State provides accommodations to qualified individuals with disabilities who can perform the essential functions of the position. Contact Melissa Rubrecht, Director of Employee Relations, at 765-285-1823 for assistance.

People and Culture Services Administration Building (AD), Room G008 2000 University Avenue Muncie, IN 47306 8:00 a.m.-5:00 p.m. Monday-Friday Phone: [phone] Fax: [phone]