Accounting Specialist
We are seeking an Accounting Specialist who will Assist the Financial Operations Manager with the daily administrative and financial operations for the department of Housing and Dining Services. The Accounting Specialist will be responsible for coordinating and processing accounts receivable and payable, purchasing, and weekly payroll for students and bargaining unit employees. Additionally, the incumbent will be responsible for maintaining electronic records and paper source documents for budgets and purchasing transactions, internal allocations, and weekly payroll and personnel documents. Review, correct, and process revenue and expenditure transactions; prepare and approve purchase orders and online payments in SAP; and review, allocate, and approve P-card transactions for sub-units (Maintenance, Dining, Conference Services, Housing Operations). Communicate routinely with the Controllers' Office (Accounts Payable, Cash Accounting, Purchasing) and HR Shared Services, Student Accounts Office, supervisors, and managers. Provide exceptional customer service to students and parents - - explain room and board charges and fees, eligibility, lease terms, dining plan options and requirements, and communicate policies and procedures. Resolve payment and purchasing issues with external vendors and suppliers.
Specific Duties and Responsibilities
- Process weekly student payroll in SAP, including processing corrections, new hire ISRs reviewing payroll with students, and answer questions.
- Review and approve weekly bargaining union payroll using the JHHS Kronos and Dayforce systems. Review payroll data with supervisors and managers to ensure compliance with payroll policies and procedures and the union contract (holiday pay, temporary status, short-term disability, etc.) and ensure that weekly payroll data is coded correctly, generating accurate paychecks.
- Process ISRs in SAP to maintain accurate payroll records (hire and change personnel, position, salary data, etc.). Maintain weekly employee personnel/payroll files and facilitate FMLA documents as necessary.
- Reconcile monthly revenues and expenses for maintenance, capital, dining, and operations budgets and maintain all supporting documentation. Process accounting transactions to correct revenue and expenses against budgets.
- Administer department P-Card program for Maintenance, Conference Services, and Housing departments. Allocate expenses against budgets, approve transactions, review and research documentation, default transactions, and process expense transfers.
- Pro-rate, process, and reconcile accounts receivable billable charges to students for housing and dining costs, damages, and service fees. Submit electronic billing files to the Students Accounts Office. Process refunds to students as necessary.
- Process and reconcile deposits of dining and vending commissions, rental payments, and lease deposits. Generate reports in SAP BW to review and research revenue and expense data and in the Black Board Reporting System to review student dining usage, prorate and adjust student dining privileges, compile usage reports by dining plan type, location, meal categories, etc., and verify weekly payments to the dining contractor.
- Prepare purchase requests for supplies and equipment, process travel advances and reimbursements, and process online payments. Maintain department office equipment in good working order for staff and schedule repairs as needed.
- Review, verify, and process internal JHU and JHHS transactions for purchases made by university departments at Barnes and Noble Bookstore and process online payments to reimburse the bookstore.
- Assist the Financial Operations Manager with projects as needed, including gathering, interpreting, and researching revenue and expense data, formatting data in Excel for first drafts, and performing other duties as required.
- Administer department petty cash funds (review receipts, process reimbursements, replenish funds). Orient and communicate changes in administrative procedures as necessary to support staff in sub-units and provide one-on-one training on corresponding SAP practices as needed.
Special Knowledge, Skills & Abilities
- Proficiency in using MS Word, Excel, and Access.
- Knowledge of SAP BW Reporting, Purchasing, Accounts Payable, Travel, and Payroll administration, including knowledge of corresponding policies and procedures.
- Experience using the Black Board Reporting system is helpful.
- Ability to work independently, demonstrating initiative with minimal supervision.
- Requires excellent interpersonal, organizational, and customer service skills.
- Excellent verbal and written communication skills are required.
Additional Information
- Overtime is required during peak periods like student move-in and move-out and fiscal year-end closing.
Minimum Qualifications
- High school diploma/GED.
- Two years related experience. Basic knowledge of accounting policies, procedures, and systems. Understanding of financial systems from perspective of user.
- Additional education may substitute for required experience, to the extent permitted by the JHU equivalency formula.
Preferred Qualifications
- College coursework in business, accounting or finance preferred.
Classified Title: Accounting Specialist
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($54,581 targeted; Commensurate with experience)
Employee group: Full Time
Schedule: M-F 8:30-5, some overtime possible according to business needs.
Exempt Status: Non-Exempt
Location: Hybrid/Homewood Campus
Department name: Student Services Finance & Administratio
Personnel area: University Student Services