Budget Specialist

2 days ago

Baltimore, United States Johns Hopkins University Full time

This position is responsible for supporting the financial operations for the Trade Shops on the Homewood Campus reporting to Plant Operations in JHFRE (Johns Hopkins Facilities and Real Estate). The Trade Shops include HVAC, Plumbing, Electrical, Carpentry, Roofing, Paint, Lock, Auto, Power Plant, Grounds, Custodial, and Recycling. This position will review all accounts payable invoices, purchase order requests, and credit card receipts to ensure accuracy before submitting for payment through the SAP system, as well as serve as the liaison between the Trade Shop Supervisors and Managers and the JHFRE Finance Unit.


Specific duties & responsibilities:

  • Responsible for preparing and issuing purchase orders, blanket orders, and emergency orders. Process vendor invoices and enter goods receipts.
  • Primary contact for vendors for payment-related questions. Research and resolve vendor payment issues.
  • Liaison to Trade Shop management and Finance Unit of JHFRE.
  • Works closely with Accounts Payable Shared Services, Supply Chain Shared Services, and Accounts Receivable Shared Services.
  • Understand and communicate purchase order policy, ensure bids are submitted correctly, and ensure sole source justifications are complete and thorough.
  • Prepare online payment requests for approval.
  • Evaluate and determine best practices (form of payment, workflow, communication).
  • Provide a high level of customer service to vendors and internal customers.
  • Ensure proper documentation is submitted and JHU‘s policy is followed.
  • Ensure invoices submitted by Trade Shops are correct prior to payment - verify GL codes, approval signatures, PO numbers, etc.
  • Scan and maintain financial documents for the JHFRE finance team
  • Reconcile procurement card monthly expenditures to ensure accuracy and proper documentation of charges.
  • Submit proper documentation and forms for setting up new vendors or making changes to existing vendors in SAP, including independent contractors.
  • Participate in the year-end close process.
  • Participate in budget preparation.
  • Is aware of the position‘s role and potential impact on the working unit. Follows all JHU‘s financial guidelines. Able to multi-task and pay close attention to detail. Serves as point of contact for internal and external customers.
  • Carries out duties and responsibilities with limited supervision. Makes decisions and establishes work priorities on essentially procedure-oriented operations. Use independent judgment in resolving financial issues.
  • Exchanges routine information in an appropriate manner. Possesses excellent oral and written communication skills. Able to interact professionally with external and internal customers.


Special Knowledge, Skills, & Abilities:

  • Identify and mitigate risks associated with cash transactions and credit card data.
  • Strong leadership and interpersonal skills, with the ability to effectively communicate and collaborate across departments.
  • Effectively communicate with stakeholders, including executives, regarding cash accounting status and PCI-DSS credit card compliance.
  • Work closely with other departments, including IT and compliance teams, to integrate PCI compliance into overall business processes.
  • Extensive experience in treasury management, cash accounting, and PCI compliance, preferably in a leadership role.
  • Strong knowledge of cash management principles, financial accounting standards, and PCI DSS requirements.
  • Understanding of financial regulations and accounting principles.
  • Highly organized, detail-oriented, able to multi-task, and work well under pressure.


Minimum Qualifications
  • High School Diploma/GED.
  • Three years of related administrative and/or budget experience.


Preferred qualifications:

  • Bachelor‘s degree in Accounting, Finance, Business or Economics.
  • Related coursework at the college level may substitute for experience to the extent permitted by the JHU equivalency formula.
  • Related experience in high volume accounts payable.
  • Experience with SAP.
  • Proficiency in Excel.
  • Ability to work as a team member and prioritize competing deadlines.
  • Excellent analytical capabilities.


Physical requirements for the job:

  • Sitting in a normal seated position for extended periods.
  • Reaching by extending hand(s) or arm(s) in any direction.
  • Finger dexterity is required to manipulate objects with fingers rather than with the whole hand(s) or arm(s), for example, when using a keyboard.
  • Communication skills using the spoken word.
  • Ability to see within normal parameters.
  • Ability to hear within normal range.
  • Ability to move about.
  • Occasionally lifting and carrying objects weighing 10 lbs. or less.




Classified Title: Budget Specialist
Job Posting Title (Working Title):Budget Specialist - Plant Operations
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday - Friday
Exempt Status:Non-Exempt
Location:Hybrid/JH at Keswick
Department name: Finance & Administration
Personnel area: University Administration

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