Secretary to Assistant Director

Ball State University

Muncie, IN

ID: 7085629 (Ref.No. BSU27141)
Posted: September 18, 2021
Application Deadline: Open Until Filled

Job Description

Provide support to the Assistant Director for Housing and Residence Life (HRL) for Business Services by assisting with the departmental activities of purchasing, monthly reporting, account analysis and reconciliation, departmental credit card security and allocation, administrate the bike locker rental program, depositing departmental receipts, entering transactions in housing and accounts receivable systems, and serving as back-up to the departmental payroll specialist.

The Ball State University Housing department has an opening for a Secretary to the Assistant Director.  This ongoing position includes an excellent benefits package.

Job Function:

Provide support to the Assistant Director for Housing and Residence Life (HRL) for Business Services by assisting with the departmental activities of purchasing, monthly reporting, account analysis and reconciliation, departmental credit card security and allocation, administrate the bike locker rental program, depositing departmental receipts, entering transactions in housing and accounts receivable systems, and serving as back-up to the departmental payroll specialist.

Minimum Education:

Up to eighteen months of bookkeeping, payroll or computer-related training beyond high school or equivalent.

Minimum Experience:

One through three years of accounting, bookkeeping, spreadsheet, word processing, database, or related experience.

Preferred Experience:

One through three years of experience with SciQuest purchasing, accounts receivable, Banner accounting systems, Kronos payroll systems or the CashNet system.

Duties and Responsibilities:

  • Type and correspond to persons requesting bike lockers rentals; assist supervisor in communicating with maintenance about the status of equipment; maintain filing system, enter and monitor charges and credits.
  • Assist with security and monitoring the use of 30+ departmental credit cards; perform monthly reconciliation and on-line allocation of charges via the providers system; scan and upload all receipts via BDMS, resolve violations with Accounting and Purchasing, assist with training and answer questions.
  • Type and compose letters and memos, distribute mail, answer and direct telephone calls, keep daily calendar and maintain multiple filing systems.
  • Assist Assistant Director with asset audits and verifications, coordinate piano maintenance.
  • Perform other related duties as assigned.
  • Maintain regular and predictable attendance.
  • Enter departmental requisitions, standing orders, direct pays and ATFs in SciQuest. Process receiving, invoices and track use of standing orders. Work with all levels of staff within HRL as well as Accounting, Purchasing and Central Stores. Communicate with vendors as needed.
  • Enter Journal Vouchers in INB, provide monthly account statements and balances to staff using ePrint, SSB, INB and Argos. Analyze charges by activity code in order to prepare multiple spreadsheets.
  • Enter deposits and process credit card refunds in CashNet and credit card provider systems, answer questions regarding student accounts using StarRez and Banner Accounts Receivable, assist Assistant Director with university cash handling policy training and compliance.
  • Process charges and credits for Indiana Academy students and conferences via Banner Accounts Receivable. Assist Assistant Director in monitoring and entering charges and credits in StarRez.
  • Assist Assistant Director with account reconciliations and analysis, request new FOAPALs and changes to Fund titles via Banner Workflow.
  • Purchase, distribute and maintain inventory of uniform shirts and pants for service staff. Coordinate ordering and supplies for HRL computer labs.
  • Serve as primary back-up for HRL Payroll Specialist.
  • Provide customer service for the area of Housing and Residence Life.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.



 

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