The Budget Specialist will be responsible for completion of financial transactions and compilation of financial information for the Department of Medicine’s Division of Pulmonary and Critical Care Medicine (PCCM). They will track and process financial transactions involving sponsored and non-sponsored accounts relevant to all programs and services offered by PCCM. Reconciles financial data to ensure efficient use of resources. Ensures compliance with university and/or agency regulations and restrictions. Performs purchasing and accounts payable duties, prepares non-payroll cost transfers and labor allocations, tracks and approves Pcard transactions and submits deposit transmittals. Compiles information for and completes data entry for the annual All Funds Budget. The position will report to the Financial Manager and Assistant Administrator for PCCM.
Specific duties & responsibilities:
Initiate SAP transactions within all modules: AP, Supply Chain, HR/Payroll, Finance, Sponsored, and Enterprise Reporting.
Process invoices for various vendors to include Federal Express, Iron Mountain, Neopost and research payment questions. Request add/change vendor profiles in PaymentNet.
Process trips for fellows without Admin support
Create purchase orders for Service Agreements, Rental and Lease Agreements on an as needed basis and update blanket purchase orders as needed. Create goods receipts as the billing process is being completed. Research issues and serve as a liaison between the Division and Purchasing Department
Process Faculty and Staff Eforms for both Sponsored and Non-Sponsored Accounts
Park documents for incoming check payments and received checks
Process non-payroll cost transfers and inter/intra-entity transactions
Complete monthly account reconciliation; monitor and report on financial status of accounts.
Approve Pcard transactions on a monthly basis by the bank deadline. Ensure appropriate supporting documentation is present and the correct account distribution is used.
Maintain subsidiary files to track professional development reimbursements by Faculty and Staff. Ensure payments are within policy and do not exceed limitations by rank.
Review the unsupported salary report and commitment report twice a month to identify eforms that are required. Work with the appropriate Grants and Contracts Analysts to complete eforms to clear unsupported salary amounts in a timely manner.
Prepare monthly entry for CIRSE services.
Assist with the maintenance of the Computer Inventory report ensuring monthly updates have been reflected by Mnet and charges are to the appropriate account.
Review monthly Telecom and pager reports to ensure charges are reasonable and recorded to the appropriate account.
Assist in preparing the annual All Funds Budget for PCCM which encompasses a set of complex Excel workbooks on the DOM Sharepoint site. Work closely with faculty, Financial Manager, Financial Analyst and Grants and Contracts team in this process. Primary responsibilities will include but are not limited to:
Inputting Clinic Visit and Inpatient Budget volumes, charges and payments by performing provider and billing area. Analyzing budget results to ensure amounts are comparable to prior years where appropriate or reflect planned expansion or contraction.
Updating labor distributions for faculty and staff to ensure appropriate allocations to sponsored and non-sponsored accounts.
Preparing All Funds budget by IO for assigned accounts
Updating joint agreement budgets and supporting schedules
Serve as point of contact for questions regarding financial policy and procedure.
Maintain financial processes to ensure accuracy, completion and appropriate supporting documentation. Troubleshoot any problems that may occur.
Work with Finance and Grants and Contracts Team regarding routine financial activities.
Operates computer, telephone, fax machine, copier
Uses various Microsoft software applications, such as Excel spreadsheets, SAP, and Coeus.
On a regular and continuous basis, exercises administrative judgment and assumes responsibility for decisions, consequences and results having an impact on people, costs and/or quality of service within the functional area
Confers with appropriate internal and external administrative offices to ensure that required procedures are followed.
Minimum qualifications (mandatory):
Requires high school diploma/GED
Minimum of three years of related accounting and/or budget experience. Bachelor’s degree may substitute for some experience to the extent permitted by the JHU equivalency formula.
Previous experience with SAP/Hopkins One; accounting and/or finance responsibilities, sponsored projects and payroll.
Special knowledge, skills, and abilities:
Requires knowledge of accounting and payroll principles and record keeping, and strong analytical skills and problem solving abilities
Requires moderate experience with spreadsheet applications and proficiency in developing and using spreadsheets and databases to track, analyze and report on data to be used to support organizational decision making
Requires highly detail-oriented individual capable of working in a very dynamic and fast-paced environment; must have excellent organization skills; must have the ability to work independently and make independent and well thought-out decisions and recommendations quickly and accurately; must be able to multi-task and prioritize; must have excellent interpersonal and customer service skills.
Requires ability to interact effectively with faculty and staff
Requires excellent written and oral communication skills, including ability to draft original correspondence and reports
Strong Preference for knowledge of HopkinsOne SAP system & Microsoft Excel, COEUS
Strong Preference for knowledge of JHU/JH Health System payroll and accounting policies and procedures
Any specific physical requirements for the job:
Sitting in a normal seated position for extended periods of time
Reaching by extending hand(s) or arm(s) in any direction
Finger dexterity required to manipulate objects with fingers rather than with whole hand(s) or arm(s), for example, using a keyboard
Communication skills using the spoken word
Ability to see within normal parameters
Classified Title: Budget Specialist Working Title: Budget Specialist Role/Level/Range: ATO 40/E/02/OE Starting Salary Range: $17.25-$23.71 Employee group: Full Time Schedule: M-F; 8 hours per day Exempt Status: Non-Exempt Location: 33-MD:Johns Hopkins Bayview Department name: 10002817-SOM DOM Pulmonary Personnel area: School of Medicine
The successful candidate(s) for this position will be subject to a pre-employment background check.
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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.
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