Budget Specialist

• 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