Bookkeeper and Auditor

Ball State University

Muncie, IN

ID: 7111460 (Ref.No. BSU33577)
Posted: September 22, 2022
Application Deadline: Open Until Filled

Job Description

Perform bookkeeping and auditing tasks under firm deadlines, including but not limited to accounts payable, accounts receivable, and typing/routing of food and supply transfers; audit count of reserve money, meal period and daily cashier reports, and sales deposit monies; maintain adequate monies in proper denominations for cashiering function; prepare records for financial reporting, including but not limited to inventory evaluations, submittal of bills for payment, and invoices for payments due and meet requirements for end-of-the-month financial reports; type and send overdue notices; maintain and submit financial records, royalty payments, and reports required by contracted brands vendors; perform general office duties such as office equipment cleaning, answering telephone, communicating messages, requesting supplies, and maintaining files; utilize computer spreadsheet software, copy machine, and calculator.

Are you interested in a position that offers an excellent benefits package, paid time off and the opportunity for work/life balance? Ball State University has an opportunity available in University Dining. The Bookkeeper and Auditor is responsible for bookkeeping and auditing tasks under firm deadlines, including but not limited to accounts payable, accounts receivable, and typing/routing of food and supply transfers; audit count of reserve money, meal period and daily cashier reports, and sales deposit monies; maintain adequate monies in proper denominations for cashiering function. To learn more about Ball State University Dining, please visit our website at: http://cms.bsu.edu/campuslife/dining

Job Function:

Perform bookkeeping and auditing tasks under firm deadlines, including but not limited to accounts payable, accounts receivable, and typing/routing of food and supply transfers; audit count of reserve money, meal period and daily cashier reports, and sales deposit monies; maintain adequate monies in proper denominations for cashiering function; prepare records for financial reporting, including but not limited to inventory evaluations, submittal of bills for payment, and invoices for payments due and meet requirements for end-of-the-month financial reports; type and send overdue notices; maintain and submit financial records, royalty payments, and reports required by contracted brands vendors; perform general office duties such as office equipment cleaning, answering telephone, communicating messages, requesting supplies, and maintaining files; utilize computer spreadsheet software, copy machine, and calculator.

Minimum Education:

Up to eighteen months of bookkeeping, auditing, accounting, or related training or education beyond high school or equivalent.

Preferred Education:

Associate degree from an accredited college or university in bookkeeping, auditing, or accounting.

Minimum Experience:

One to three years of bookkeeping, auditing, or accounting experience; excellent computer skills in Windows Word, Excel and Outlook.

Preferred Experience:

Proficiency in the use of computer software, Cbord Menu Management, Excel, Word, Google and database experience in POS cash handling systems, cash sales reporting and tracking.

Duties and Responsibilities:

  • Audit vendor invoices to BSU purchase orders; reconcile differences with vendors and/or unit management; type accounts payable vouchers and process via BSU Accounting Department for payment; type and process food and supply move orders; meet deadlines.
  • Audit daily cashier check-out sheets and cashier sales deposits; prepare sales deposit reports; submit sales deposits and reports to Bursar, report errors to management; audit and verify reports with POS cash system; prepare sales spreadsheet by concept each day, week, and month, then reconcile the daily sales deposits with the monthly financial reports; meet deadlines.
  • Audit cash POS (Point of Sale cash registers) records for accurate daily report of product movement of each menu item for each branded concept or food station; prepare computer spreadsheets to report product movement, value of sales, and royalties due each vendor; submit royalty authorizations to the Accounting Office for payment; meet deadlines.
  • Scrutinize records and then prepare monthly reports of inventory valuation, purchases, accounts payable, accounts receivable, journal vouchers for transfers, royalty payments, etc; submit to proper office locations; meet deadlines.
  • Collect receipts for pick-up sales, maintain adequate monies in proper denomination for revenue centers and maintain an accurate record of reserve monies and safe shortages; report discrepancies to the General Manager immediately.
  • Provide excellent customer service, including but not limited to interacting with customers, answering the telephone efficiently and courteously for incoming calls; route calls to proper person, taking accurate and thorough messages to provide accurate information and effectively communicating information to management in a timely, friendly, and courteous manner.
  • Audit all purchase orders against requisition lists to ensure orders exist, delivery dates are accurate, and vendor product code numbers are correct; notify management of discrepancies between purchase orders and vendor invoices.
  • Maintain up-to-date price and delivery records for all items purchased; enter corrections and receiving code numbers into computer system; and assist with annual unit fiscal inventory; meet deadlines.
  • Prepare estimated 100 client journal vouchers or invoices for meals, refreshments and services; submit to Student Financial Services for processing within the established business month; audit revenue accounts on the monthly financial statements to verify that client journal vouchers or invoices were correctly posted; audit revenue accounts on a monthly basis to ensure accounts receivables (off-campus and intra-university invoices) are paid; trace unpaid accounts and send overdue notices.
  • Perform other related duties as assigned, including but not limited to; reporting office repair needs, requisitioning office supplies, maintaining storage of department records according to guidelines and cleaning and maintaining office equipment.
  • Maintain regular and predictable attendance.


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.