This position serves as the liaison between the Trade Shop Supervisors and Managers and the Johns Hopkins Facilities and Real Estate (JHFRE) Finance Unit and reports to the Financial Manager of JHFRE. This position is responsible for coordinating and reviewing financial documents for the Trade Shops on the Homewood Campus reporting to Plant Operations in JHFRE. The Trade Shops include HVAC, Plumbing, Electrical, Carpentry, Roofing, Paint, Lock, and Auto. In addition to the Trade Shops, this position will support financial operations for the Power Plant, Grounds, Custodial, and Recycling Units. The incumbent will review monthly expenditure reports with Supervisors and Managers to ensure accuracy and expense control. The incumbent will also review all accounts payable invoices, purchase order requests and credit cards receipts to ensure accuracy prior to submitting for payment through the SAP system.
Essential Job Functions:
Responsible for preparing and issuing purchase orders, blanket orders, emergency orders. Process vendor invoices and enter goods receipts.
Primary contact for vendors. 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 and ensure bids are submitted correctly and sole source justifications are complete and thorough.
Prepare on line payment requests and wire transfers 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.
Train Trade Shop Supervisors and Managers to run monthly reports in SAP BW and to review expense postings regularly and research items in question.
Ensure invoices submitted by Trade Shops are correct prior to payment - verify GL codes, approval signatures, PO numbers, etc.
Scan and maintain documents in document imaging system.
Process business and travel expense reimbursements.
Collect all procurement card receipts and ensure cardholders follow JHU policy and perform monthly reconciliations by the established deadlines.
Reconcile procurement card monthly expenditures to ensure accuracy and proper documentation of charges.
May be asked to assist with weekly payroll processing by reviewing Kronos records (timekeeping system) with Trade Shop Supervisors to ensure accurate record keeping and accurate pay.
Submit proper documentation and forms for setup of new vendors or changes to existing vendors in SAP including independent contractors.
Prepare financial reports using SAP BW, Excel and other software tools.
, prepare, and analyze financial information and trends.
Assist with ad hoc financial projects as needed.
Participate in year-end close process. Post accruals.
Participate in budget preparation. Develop financial reports.
Scope of Responsibility:
Is aware of the role of the position and its 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. Ability to use independent judgment in resolving financial issues.
Does not direct the activities of staff. May serve as a backup to the Financial Manager when necessary.
Exchanges routine information in an appropriate manner. Possesses excellent oral and written communication skills. Able to interact professionally with external and internal customers.
Required: High School Diploma/GED. Preferred: Bachelor's degree in Accounting, Finance, Business or Economics. Experience:
Three years related experience required. 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 preferred. Experience with SAP highly desirable. Proficiency in Excel. Must be highly organized, detail oriented, be able to multi-task, and work well under pressure. Ability to work as a team member and prioritize competing deadlines. Excellent analytical capabilities.
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.
Ability to hear within normal range.
Ability to move about.
Occasionally lifting, carrying objects weighing 10 lbs. or less.
This description is a general statement of required major duties and responsibilities performed on a regular and continuous basis. It does not exclude other duties as assigned.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.