Budget Assistant

2 weeks ago

Baltimore, United States Johns Hopkins University Full time

We are seeking a Budget Assistant who will support the EPI Department Faculty and Administrative office staff. The position will be responsible for processing accounts payable transactions and performing basic monthly reconciliation of accounts. This position will monitor and complete purchases, process routine financial transactions, and enter basic financial data into University systems.

Specific Duties & Responsibilities

  • Enter accounts payable transactions into the SAP system in a timely and accurate manner.
  • Ensure completeness and accuracy of documentation according to University policy.
  • Process non-purchase order invoices, credit memos, down payments, recurring entries, and wire transfers.
  • Process trip approvals (as necessary), travel advances, reimbursements before and after travel, and local travel reimbursements in accordance with JHU and Federal Guidelines.
  • Track documents from creation to payment and troubleshoot any possible problems.
  • Process shopping carts in SAP, track purchasing orders, create good receipts and ensure that staff and faculty receive goods that they have ordered.
  • Create new vendors in SAP as needed.
  • Process Independent Contractor shopping carts and payments.
  • Obtain and use appropriately the University Procurement Card.
  • Follow established University and Departmental guidelines for using and reporting on the Procurement Card.
  • Operate office equipment such as photocopier, fax machine and scanner, personal computer to manage e-mail, electronic calendar and other forms of electronic media.
  • Assist with the allocation and review of other Departmental Procurement Cards.
  • Obtain, distribute, monitor, and reconcile logs for gift cards on a monthly basis
  • Sort and distribute mail and send out courier mail.
  • Make routine travel and hotel arrangements.
  • Organize and schedule meetings, conference calls, seminars and symposiums.
  • Coordinate items such as A/V equipment, food, room reservations, etc.
  • May assist with typing correspondence, manuscripts, grant proposals, PowerPoint presentations and filing.
  • Answer telephones.
  • Pick up and deliver materials as requested.
  • Serve as a liaison with IT and Facilities to issue tickets, resolve problems/requests, and assist with setup of new employees.
  • Fast paced often stressful environment.
  • Other duties as assigned.
Minimum Qualifications
  • High School Diploma or graduation equivalent.
  • Two years of related office/clerical experience.
  • Related coursework at the college level may substitute for experience to extent permitted by the JHU equivalency formula.
Preferred Qualifications
  • Familiarity with University and department policies and procedures preferred.
  • Experience using SAP systems preferred.
  • Experience with Concur.

Classified Title: Budget Assistant
Job Posting Title (Working Title):Budget Assistant
Role/Level/Range: ATO 37.5/02/OD
Starting Salary Range: $16.20 - $28.80 HRLY (Commensurate with experience)
Employee group: Full Time
Schedule: Monday to Friday: 8:30 am - 5 pm
Exempt Status:Non-Exempt
Location:Hybrid: On-site 1-2 days a week
Department name: 10001101-Epidemiology
Personnel area: School of Public Health

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