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Job Req ID:  18712

Accounting Specialist


General Summary:

The Johns Hopkins Facilities & Real Estate Design & Construction Department (D&C) is responsible for the management of the design, construction and occupancy for all new construction, renovation, and capital renewal projects on the historic JHU Homewood campus, Mount Washington campus, JH at Eastern, JH at Keswick, Washington DC campus, Montgomery County Campus, Bayview campus and for all university schools and divisions, except the Bloomberg School of Public Health, School of Medicine, and Applied Physics Lab.  


The Department also provides tenant fit-out services for the Johns Hopkins enterprise that, in addition to the above, includes the Bloomberg School of Public Health, School of Medicine, Applied Physics Lab, and Johns Hopkins Health System (Bayview, Community Physicians, Johns Hopkins Hospital, Howard County General, etc.)


Primary Job Functions:

Project Management System (PMWeb)

  • Enter new projects and associated data including contacts, roles, bidders, bid dates, etc.
  • Monitor and enter invoices, releases of lien, economic inclusion participation, etc.
  • Manage weekly timesheet report
  • Enter contracts in AIA software and utilizing PMWeb workflow track and distribute as required
  • Maintain AIA template agreements
  • Maintain master agreement task order list
  • Track vendor insurance


JHU Purchasing and SAP

  • Responsible for entering shopping carts, creating WBS numbers, and change orders in SAP.
  • Prepare online payment requests.
  • Enter goods receipts for vendor invoices.
  • Research and resolve vendor payment issues.
  • Provide a high level of customer service to vendors and internal customers.
  • Transfer invoice documentation from PMWeb to SAP.
  • Investigate incorrect postings to GL accounts and enter journal entries to correct.
  • Process required forms for Independent Contractors including short and long Independent Contractor Agreements and adding vendors to Vendor Master File.
  • Post project fees to project budgets.
  • Prepare third party invoices.


Project and Department Budgets

  • Reconcile project costs.
  • Compile data for benchmarking study analysis as needed.
  • Financial analysis for major and minor capital projects.
  • Monitor project expenditures for project budgets and report to PM’s, prepare expenditure transfer forms and journal vouchers as appropriate.
  • Support D&C staff with special projects as needed.
  • Participate in the production and distribution of monthly, quarterly, and annual project financial reports.
  • Participate in all financial aspects of project opening and closeout procedures as well as budget input. 
  • Develop special financial reports in support of D&C staff.



  • Maintain D&C pages of JHFRE website.
  • Monitor current RFPs, prepare report and update JHFRE Economic Inclusion webpage with bi-weekly status.
  • Track project economic inclusion participation, provide monthly reports.


Scope of Responsibility:

  • Follow the policies, procedures, and practices necessary to conduct the normal function of D&C group. 
  • Aware of the role of the position and its potential impact on the working unit.
  • This position will follow established accounting and internal control procedures.


Decision Making:

  • Carries out day to day duties and responsibilities with limited supervision.
  • Makes decisions and establishes work priorities for procedure-oriented operations.



  • Exchanges routine information in an appropriate manner. 
  • Utilizes excellent oral and written communication skills.



  • High School Diploma or GED required; 2-years of college with courses in Accounting, Business, or equivalent experience preferred.



  • Two years related experience required. 
  • Additional education may be substituted for experience. 
  • Ability to use a computer for data entry and word processing required.
  • Demonstrated experience with Microsoft Office required. 
  • Must be highly organized, detail oriented, be able to multi-task, able to prioritize tasks, and work well under pressure. 
  • Experience with SAP and with design and construction project accounting preferred.


Knowledge, Skills, & Abilities:

  • Basic accounting principles.
  • Ability to understand financial transaction lifecycles, preferably how it applies to JHU/SAP.
  • Ability to build and identify financial reports.  Clearly communicates and reinforces performance expectations and job responsibilities to assigned staff.
  • Proven leader, manager and mentor with demonstrated successful change management skills.
  • Proficient computer skills.
  • Builds and sustains positive and collaborative working relationships with a wide range of constituents.
  • Extensive customer service skills.
  • Ability to coordinate and prioritize tasks, resolve problems, negotiate solutions and prioritize work to ensure resources are employed appropriately.
  • Organized, strategic thinker.
  • Committed to the mission of the University, customer service, and best practices in design and construction delivery.


Physical Requirements:

  • 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
  • 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.


Classified Title: Accounting Specialist 
Role/Level/Range: ATO 37.5/02/OE 
Starting Salary Range: Commensurate with Experience
Employee group: Full Time 
Schedule: M-F 7.5 
Exempt Status: Non-Exempt  
Location: 45-MD:JH at Keswick 
Department name: 10001606-Design & Construction 
Personnel area: University Administration


The successful candidate(s) for this position will be subject to a pre-employment background check.


If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.


The following additional provisions may apply depending on which campus you will work.  Your recruiter will advise accordingly.


During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.


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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