Job Description

The Biology department is seeking a qualified Budget Specialist. 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 approximately 30 active research labs.



Specific Duties & Responsibilities

Purchasing goods, services, and equipment that are needed by the department graduate students, postdocs, staff, and faculty through the SAP SRM Shopping Cart, Online Payment Requests, Johns Hopkins Technology Store, and a Procurement card.
Classifying orders and applying appropriate procurement methods such as ECPO, ANPO, RADP, or CAPP as well as utilizing the EMarketplace and Amazon Business portals within SAP.
Completing new vendor requests in Payment Works to add new vendors to SAP System and to existing vendors if their information needs to be updated.
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 and shopping carts.
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.
Entering orders for the Johns Hopkins Supply Store into SAP after labs physically fill out an order form and pick up their products.


Procurement Card (Pcard) Account Management

Maintaining appropriate budget records and files.
Monitor Open Request for order requests and upload order confirmations and tracking information into the system as needed.
Identifying any sales tax erroneously charged on Pcard purchases and ensuring a credit is received.
Advising students, staff, and faculty on procurement card policies and procedures.
Acknowledging and advising faculty members on allowable versus non- allowable costs on their Federal and non- Federal sponsored accounts based on Uniform Guidance.
Allocating expenses to both Sponsored and Non-Sponsored accounts in Concur for all Pcard Accounts.


Account Management

Tracking sales tax charges and ensuring a credit is received in a reasonable amount of time.
Ensuring timely follow up with Pcard holders for missing receipts needed for each statement.
Ensuring Pcard receipts are collected and uploaded for all Pcard holders in the Biology Department and allocated to an allowable budget in Concur in a timely manner.
Ensuring faculty, staff and students are comfortable to contact and raise questions regarding their order requests.
Ensuring expenses are allocated to the correct accounts and general ledger codes and those expenses should be deemed allowable.


Accounts Payable

Communication with Supply Chain and Purchase Order Maintenance, when necessary, to amend purchase orders in order to facilitate vendor payments and properly allocate costs as well as closing purchase orders that have commitments remaining after all items have been paid.
Processing notifications in R/3 on transactions that have quantity or price discrepancies as communicated by the Accounts Payable system within SAP.
Advising the Accounts Payable department to initiate vendor payments in order to avoid delaying transactions and to maintain good relationships with vendors.
Confirming that we have received and provided payment for goods ordered through SAP.
Processing on-line check requests to ensure open invoices are paid.
Processing reimbursement requests for faculty using Concur and official visitors using on-line payment requests that have personally incurred allowable expenses.


Special Knowledge, Skills, & 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.


Minimum Qualifications
High School Diploma or graduation equivalent.
Three years of related administrative and/or budget experience.
Related coursework at the college level may substitute for experience to extent permitted by the JHU equivalency formula.


Preferred Qualifications
Bachelor’s Degree.