Budget Specialist

Location
Maryland, United States
Salary
Salary Not Specified
Posted
Oct 23, 2020
Employment Type
Full Time

General Summary/Purpose:

This position will provide financial, procurement, and accounts payable support for the KSAS Department of Biology coordinating departmental procurement activities for administrative offices, instructional courses, and 25 active research labs.

Specific Duties/Responsibilities:

  • Purchasing goods, services, and equipment that are needed by the department graduate students, staff, and faculty through both SAP SRM Shopping Cart and a Procurement card
  • Classifying orders and applying appropriate procurement methods such as ECPO, LVPO, RADP, or CAPP
  • Completing new vendor requests in Payment Works to add new vendors to SAP System
  • Tracking shipments of unreceived goods by contacting the vendor or shipping agency to determine the status of shipment and resolving any issue causing a delay in delivery
  • Contacting vendors to investigate and resolve any delays in payment
  • Creating and maintaining spreadsheets that allow for accurate tracking, payment, and allocation of orders placed using a Procurement Card
  • Maintaining equipment inventory and monitor and monitor service contracts on all office, computer, and lab equipment
  • Ensuring compliance with JHU and federal purchasing policies, determine allowability and allocability of expenses to sponsored or non-sponsored budgets, determine allocations based on effort when applicable

Procurement Card (Pcard) Account Management:

  • Allocating expenses to both Sponsored and Non-Sponsored accounts in JP Morgan for all Pcard Accounts
  • Acknowledging and advising faculty members on allowable versus non- allowable costs on their Federal and non- Federal sponsored accounts based on Uniform Guidance
  • Advising students, staff, and faculty on procurement card policies and procedures
  • Identifying any sales tax erroneously charged on Pcard purchases and ensuring a credit is received
  • Monitoring the department Pcard that is in Finance Manager's name and reconciling and allocating transactions to various Sponsored and Non-Sponsored accounts in the department
  • Maintaining a database of order files to be used in the reconciliation process
  • Maintaining appropriate budget records and files

Account Management:

  • Ensuring expenses are allocated to the correct accounts and those expenses should be deemed allowable
  • Ensuring faculty, staff and students are comfortable to contact and raise questions regarding their accounts
  • Ensuring Pcard receipts collected for all Pcard holders in the Biology Department and allocated to an allowable budget in JP Morgan before each month’s sweep date
  • Ensuring timely follow up with Pcard holders for missing receipts needed for each sweep date
  • Tracking sales tax charges and ensuring a credit is received in a reasonable amount of time

Accounts Payable:

  • Processing reimbursement requests for faculty, staff, students and visitors that have personally incurred allowable expenses
  • Processing on-line check requests to ensure open invoices are paid
  • Confirming that we have received and provided payment for goods ordered through SAP
  • Advising the Accounts Payable department to initiate vendor payments in order to avoid delaying transactions and to maintain good relationships with
    vendors
  • Processing notifications in R/3 on transactions that have quantity or price discrepancies as communicated by the Accounts Payable system within
    SAP
  • Communication with Supply Chain and Purchase Order Maintenance, when necessary, to amend purchase orders in order to facilitate vendor payments and properly allocate costs
Minimum Qualifications:

  • High School Diploma/GED required
  • Three (3) years of related administrative and/or budget experience required
  • Related coursework at the college level may substitute for experience, to the extent permitted by the JHU equivalency formula
    • JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) may substitute for one year of experience. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Preferred Qualifications:

  • Bachelor’s degree

Special Knowledge, Skills, and Abilities:

  • Ability to prioritize multiple projects
  • Exceptional organizational skills
  • Ability to exercise a high level of independent judgment, initiative and creativity without input of supervisor
  • Excellent communication skills, both verbal and written
  • Ability to exchange routine and non-routine information using tact and persuasion as appropriate
Classified title: Budget Specialist

Working title: Budget Specialist

Role/Level/Range: ATO 37.5/E/02/OE

Starting Salary Range: Up to $23.95 (Commensurate with Experience)

Employee group: Full time

Employee Status: Non-Exempt

Schedule: Monday-Friday - 8:30am-5:00pm 37.5hrs/Wk – due to Covid-19, work will be performed remotely

Location: 128 Levi - 3400 N. Charles Street, Baltimore, MD – East Baltimore

Department name:10001352-Biology

Personnel area (School): Krieger School of Arts and Sciences (KSAS)

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf

Homewood Campus


The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

Equal Opportunity Employer
Note: Job Postings are updated daily and remain online until filled.

EEO is the Law
Learn more:
https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information
http://hrnt.jhu.edu/legal.cfm

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