Temporary Assistant, Office of Accounts Payable

Ball State University

Muncie, IN

ID: 7238137 (Ref.No. BSU42574)
Posted: April 22, 2024
Application Deadline: Open Until Filled

Job Description

Assist with daily functions related to Accounts Payable and Travel.

Job Function:

Assist with daily functions related to Accounts Payable and Travel.

Minimum Education:

Over 18 months of education or training beyond high school, or equivalent combination of education and experience.

Minimum Experience:

At least one year of experience working in an office setting.

Preferred Experience:

Experience with Banner ERP system, Jaggaer procurement system, Chrome River travel and Egencia travel are all preferred, but not required.

Duties and Responsibilities:

Assist with approval of SciQuest NonPO Payment Requests. Run FGRIDOC report monthly and contact employees to review their transactions.
Assist with invoicing for both regular vendors and dining vendors as needed.
Review vendor statements and follow up with vendor to request additional information or copies of missing invoices. Provide payment detail for invoices that have already been paid.
Review controller report emails showing month-end balances. Report any amounts to be reviewed to the Director of Accounts Payable.
Complete BDM upload and JV Fupload of travel p-cards. Acquire and organize receipts for BDM; prepare Fupload for review before submitting.
Pull transactions on travel p-cards out of SmartData Online daily and enter dollar amount and description on FUPLOAD spreadsheet.
Assist with travel as needed.
Assist with prepaid card program upon activation.
Assist with monthly travel and other p-card audits as needed.
Maintain requests and place orders for office supplies through SciQuest (Guy Brown or current office supplies vendor) as needed.
Back-up front desk during lunches and as needed to cover vacation and sick time.
Maintain and update the time off calendar for the Accounts Payable Office in Outlook.
Monitor mail bin and contact areas to pick up mail remaining in the mail bin at 2PM.
Perform other related duties as assigned.
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.

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