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.
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.
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
Familiarity with University and department policies and procedures preferred.
Experience using SAP systems preferred.
Special Knowledge, Skills & Abilities
Strong organizational skills, analytical and problem-solving abilities, and attention to detail.
Proven customer service skills.
Must be able to maintain confidentiality.
Must be able to work with flexibility on several tasks simultaneously and meet various concurrent deadlines.
Ability to work within a team environment.
Classified Title: Budget Assistant Role/Level/Range: ATO 37.5/02/OD Starting Salary Range: $15.70 - $21.65/hr (commensurate with experience) Employee group: Full Time Schedule: Monday-Friday, 8:30 am - 5:00 pm Exempt Status: Non-Exempt Location: Hybrid/School of Public Health Department name: Epidemiology Personnel area: School of Public Health
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines:
30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. 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.
The successful candidate(s) for this position will be subject to a pre-employment background check.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
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The following additional provisions may apply, depending on campus. Your recruiter will advise accordingly.
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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