Assistant Director of Accounts Payable

Position Title:

Compensation:

Department:

About this opportunity:

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.

How to apply:

Please apply via the online Ball State University job portal.

Please list three professional references within the online application.

Supporting Documents Upload Instructions:

Important: Do not use the Autofill feature when uploading your resume.

Required Document:

·         Resume

Optional Document:

·         Cover Letter detailing your qualifications for the position.

For inquiries, please contact:
Samantha Rowe, Director of Accounts Payable, at srowe@bsu.edu.

What we offer:

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 24 vacation days, 12 sick days and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) 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.

Let's fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package?

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.