Bookkeeper and Auditor
Ball State
Muncie, IN
Full-time
Accounting
Posted on April 2, 2024
Posting Details
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Bookkeeper and Auditor
About this Opportunity
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. Multiple positions available. To learn more about Ball State University Dining, please visit our website at: https://www.bsu.edu/campuslife/dining
Our Statement on Inclusiveness
At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
9
Wages Begin At
14.85
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position 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, submitter 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.
Minimum Experience
One to three years of bookkeeping, auditing, or accounting experience.
Minimum Other
Excellent computer skills in Windows Word, Excel and Outlook. Demonstrated excellence in customer service; demonstrated ability to work in an environment with frequent interruptions and changes.
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Associate degree from an accredited institution in bookkeeping, auditing, or accounting.
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.
Preferred Other
Position Title(s) Supervised
None.
EEO Statement
Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University
Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
North Dining:134360
Department Information
Department Email or Phone Number
dining@bsu.edu
Duties & Responsibilities
Ranking
1
Job Duty
Audit vendor invoices to BSU purchase orders; reconcile differences with vendors and/or unit management; type accounts payable vouchers and process via BSU Accounting Dept. for payment; type and process food and supply move orders; meet deadlines.
Ranking
2
Job Duty
Audit daily cashier check-out sheets and cashier sales deposits; prepare sales deposit reports; submit sales deposits and reports to Student Financial Services in a timely manner, report all errors to management; audit and verify reports with point-of sale cash system; prepare Sales Spreadsheet each month after reconciling the daily deposits with the monthly financial report; reconcile daily credit card reports; reconcile and prepare lunch money deposits under strict deadlines for Burris Laboratory School.
Ranking
3
Job Duty
Audit cash POS (point of sale) records for accurate daily report of product movement of each menu item for branded concepts or food stations; prepare computer spreadsheets to report product movement, value of sales, and royalties due each vendor; submit royalty authorizations to Accounting Office for payment; meet deadlines.
Ranking
4
Job Duty
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.
Ranking
5
Job Duty
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.
Ranking
6
Job Duty
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.
Ranking
7
Job Duty
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.
Ranking
8
Job Duty
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.
Ranking
9
Job Duty
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.
Ranking
10
Job Duty
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.
Ranking
11
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401447SF
Number of Vacancies
1
Desired Start Date
04/29/2024
Position End Date (if temporary)
Open Date
04/01/2024
Close Date
04/21/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
Position Information
Ball State is a great place to work! In fact, Forbes has ranked Ball State University as the fourth-best midsized employer—and the only recognized education institution—in the State of Indiana. Learn More
Any BSU employee, excluding Faculty and Temporary employees, applying for a staff or professional position will need to have been in their current role for at least 6 months at time of application. Learn More
Any BSU employee who is offered a final interview when applying for a staff or professional position will need to inform their current supervisor of the upcoming interview. Learn More
Position Title
Bookkeeper and Auditor
About this Opportunity
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. Multiple positions available. To learn more about Ball State University Dining, please visit our website at: https://www.bsu.edu/campuslife/dining
Our Statement on Inclusiveness
At Ball State University, inclusiveness is one of the enduring values and informs all of our work. We define ‘inclusiveness' as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.' As such, this value incorporates a commitment to inclusive excellenceand freedom of expression.
Salary Grade
9
Wages Begin At
14.85
FLSA
Non-Exempt
Hrs/Week
40
Pre-Employment Screening
Requires successful completion of a background check.
Position 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, submitter 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.
Minimum Experience
One to three years of bookkeeping, auditing, or accounting experience.
Minimum Other
Excellent computer skills in Windows Word, Excel and Outlook. Demonstrated excellence in customer service; demonstrated ability to work in an environment with frequent interruptions and changes.
Authorization to work in the US
Candidates for searches must have current authorization to be employed in the U.S. without employer sponsorship.
Preferred Education
Associate degree from an accredited institution in bookkeeping, auditing, or accounting.
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.
Preferred Other
Position Title(s) Supervised
None.
EEO Statement
Ball State University is an Equal Opportunity/Affirmative Action employer that is strongly and actively committed to diversity within its community. Women, minorities, individuals with disabilities and protected veterans are strongly encouraged to apply. All qualified applicants will receive equal consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, protected veteran status or any other legally protected status.
About Ball State University
Ball State University is located in Muncie, Indiana, on an attractive campus 45 miles northeast of Indianapolis. Approximately 20,000 graduate and undergraduate students enroll in one of eight academic colleges that offer 270+ undergraduate and graduate programs. Many of our master's, doctoral, certificate, and specialist degrees rank among the best in the nation. We engage students in educational, research, and creative endeavors that empower our graduates to have fulfilling careers and meaningful lives enriched by lifelong learning and service, while we enhance the economic, environmental, and social vitality of our community, our state, and our world.
Live Near Your Work - If you are considering living near the Ball State area, please visit the following link to learn more about relocation and living in east central Indiana:
https://www.bsu.edu/about/live-near-your-work
There's more to discover IN Indiana! Visit the following link to learn more:
IN Indiana
Department
North Dining:134360
Department Information
Department Email or Phone Number
dining@bsu.edu
Duties & Responsibilities
Ranking
1
Job Duty
Audit vendor invoices to BSU purchase orders; reconcile differences with vendors and/or unit management; type accounts payable vouchers and process via BSU Accounting Dept. for payment; type and process food and supply move orders; meet deadlines.
Ranking
2
Job Duty
Audit daily cashier check-out sheets and cashier sales deposits; prepare sales deposit reports; submit sales deposits and reports to Student Financial Services in a timely manner, report all errors to management; audit and verify reports with point-of sale cash system; prepare Sales Spreadsheet each month after reconciling the daily deposits with the monthly financial report; reconcile daily credit card reports; reconcile and prepare lunch money deposits under strict deadlines for Burris Laboratory School.
Ranking
3
Job Duty
Audit cash POS (point of sale) records for accurate daily report of product movement of each menu item for branded concepts or food stations; prepare computer spreadsheets to report product movement, value of sales, and royalties due each vendor; submit royalty authorizations to Accounting Office for payment; meet deadlines.
Ranking
4
Job Duty
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.
Ranking
5
Job Duty
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.
Ranking
6
Job Duty
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.
Ranking
7
Job Duty
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.
Ranking
8
Job Duty
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.
Ranking
9
Job Duty
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.
Ranking
10
Job Duty
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.
Ranking
11
Job Duty
Maintain regular and predictable attendance.
Posting Detail Information
Posting Number
202401447SF
Number of Vacancies
1
Desired Start Date
04/29/2024
Position End Date (if temporary)
Open Date
04/01/2024
Close Date
04/21/2024
Open Until Filled
No
Special Instructions Summary
Information for Applications Requiring a Cover Letter
In support of your application for this position, please prepare and submit a cover letter that describes how your qualifications and experiences align with the elements of the position description (or leadership profile). In your cover letter, please also describe how you have demonstrated a commitment to our University's enduring values, including inclusiveness, which we define as a commitment ‘to respect and embrace equity, inclusion, and diversity in people, ideas, and opinions.'
Supplemental Questions
Required fields are indicated with an asterisk (*).
Required Documents
- Resume
- Cover Letter
- Undergraduate Transcripts
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