Administrative Assistant - Accounts Payable

Working Title: Administrative Assistant - Accounts Payable

State Role Title: Administrative and Office Specialist III

Position Type: Full-time Staff (Classified)

Position Status: Full-Time

FLSA Status: Non-Exempt: Eligible for Overtime

College/Division: Finance

Department: 100432 - Accounts Payable

Pay Rate: Pay Range

Specify Range or Amount: $42,000 - $45,000

Is this a JMU only position? No

Is this a grant-funded position? No

Is this a Conflict of Interest designated position? No

Beginning Review Date: 01/26/2026

About JMU:

At James Madison University (JMU), we're more than just a publicly funded institution - we're a vibrant, welcoming community located on a stunning campus where innovation, collaboration, and personal growth thrive. Our mission is to prepare students for a bright future, and we believe that starts with supporting the people who make it all possible: our employees.

Why Work at JMU?
We offer a comprehensive benefits package designed to support your professional journey and personal wellbeing:
* Generous Leave: Enjoy paid vacation, sick leave, parental leave, community service leave, and 19 paid holidays annually.
* Comprehensive Health Coverage: Access high-quality health insurance options that fit your needs.
* Retirement Options: Plan for your future with retirement benefits through the Virginia Retirement System.
* Employee Well-Being: Our Balanced Dukes program promotes wellness and work-life integration through resources, events, and support.
* Tuition Waiver Program: Advance your education with our tuition waiver program for undergraduate and graduate courses taken at JMU.

At JMU, we believe in Being the Change - and that starts with creating an environment where you can grow, contribute meaningfully, and feel supported every step of the way.

Discover what makes JMU a great place to work: bit.ly/JMUEmployment

General Information:

Accounts Payable at JMU seeks an Administrative Assistant to provide excellent first point of contact for all incoming calls and visitors, as well as customer service to suppliers and campus partners. This position supports several complex activities, manages the receipt and time stamping of all incoming documents, such as reviewing documents from vendors, and other paperwork for preparation of payment, and maintains a variety of records, such as inventories of supplies and materials, correspondence, forms, reports and reconciliations. This role also creates Purchase Orders and makes all purchases with a university credit card, maintains our filing system and is the primary individual imaging our paperwork, provides back-up and assistance to our team members and support to the Manager of Accounts Payable, and conducts various other administrative and support services.

Duties and Responsibilities:

* Serves as the primary point of contact for incoming calls and visitors.
* Date stamps and distributes all incoming mail and documentation.
* Serves as a liaison from the Accounts Payable office for the University and suppliers researching and resolving problems.
* Performs routine office support activities (e.g. delivering mail, greeting public) is customer services oriented.
* Serves as the primary individual handling all document imaging for proper record management.
* Maintains filing system.
* Serves as audit backup for batches keyed to ensure accurate data.
* Creates Purchase Orders and makes all departmental purchases with a university credit card along with reconciliation.
* Supports the Manager of Accounts Payable and provides assistance to our team members.

Qualifications:

* High level of professionalism
* Excellent oral and written communication skills.
* Demonstrates excellent customer service.
* Excellent organizational, quantitative, written and verbal skills.
* Ability to work under pressure, efficiently prioritize, meet deadlines, and process high volumes of requests.
* Ability to handle confidential information appropriately.
* Attention to detail and high level of accuracy.
* Advanced knowledge of Microsoft Office, especially Outlook and Excel.

Additional Considerations:
* Experience working with PeopleSoft's Finance, OnBase, ePAR, AIM, and the eVA online procurement system, or a demonstrated ability to learn new systems quickly.

Conditions of Employment:

Employment is contingent upon the successful completion of a criminal background check.

E-Verify Notice: After accepting employment, new hires are required to complete an I-9 form and present documentation of their identity and eligibility to work in the United States. James Madison University uses the E-Verify system to confirm identity and work authorization.

EEO Statement:

James Madison University is committed to creating and supporting a diverse and inclusive work and educational community that is free of all forms of discrimination. This institution does not tolerate discrimination or harassment on the basis of age, color, disability, gender identity or expression, genetic information, national origin, parental status, political affiliation, race, religion, sex, sexual orientation or veteran status.

We promote access, inclusion and diversity for all students, faculty, staff, constituents and programs, believing that these qualities are foundational components of an outstanding education in keeping with our mission. The university is interested in candidates whose experience and qualifications support an ongoing commitment to this core quality.

Anyone having questions concerning discrimination should contact the Office for Equal Opportunity: (540) 568-6991.

Reasonable Accommodation:

If you are an individual with a disability and need assistance searching or applying for jobs please contact us at (540) 568-3597 or jobs@jmu.edu. You may also visit the JMU Human Resource Office, located at 752 Ott Street, Harrisonburg, VA 22807 and we will be happy to assist you.