Assistant Director of Accounts Payable

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.

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.

• 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.

• 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.

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

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