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.
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
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
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
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.
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.
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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.
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