Classified Title: Accounting Specialist Working Title: Role/Level/Range: ATO 37.5/02/OE Starting Salary Range: Commensurate with experience Employee group: Full Time Schedule: 7.5 M-F Exempt Status: Non-Exempt Location: 45-MD:JH at Keswick Department name: 10001606-Design & Construction Personnel area: University Administration
The Johns Hopkins Facilities & Real Estate (JHFRE) Design & Construction (D&C) department is responsible for all major and minor capital projects, leasehold tenant improvements and maintenance projects, on the historic JHU Homewood campus, the Peabody campus, other Baltimore locations, Washington DC, and Montgomery County. The Department also provides lease tenant fit-out services for the Bloomberg School of Public Health, School of Medicine, Applied Physics Lab, and Johns Hopkins Health Systems.
Under supervision of the Associate Director Contracts (ADC), the Accounting Specialist is responsible for performing all project accounting functions for the JHFRE D&C portfolio from project contract/P.O initiation through close-out for design services, construction services, special services, consulting, project related furnishings, moving, equipment, AV and IT acquisitions. This position will follow established accounting and internal control procedures.
The Accounting Specialist must have knowledge and experience in project accounting requirements for construction services contracts; architect and engineering services contracts; professional/consultant contracts and other types of service contracts; real property, supply and equipment purchasing related procurements. The Accounting Specialist works closely with all members of the Contract and Project Management teams, and uses accounting/budgeting and project management systems, tools, controls, standards, and guidelines supplied by JHFRE to create shopping carts in SAP, set up WBS and Cost Accounts, code/input/process and track contractor and vendor invoices and change orders, monitor and reconcile all project recurring and annual costs including accruals, fees, etc.
Essential Job Functions:
Manage project commitments through project management system and SAP including contracts, SAP shopping carts, SAP purchase orders, and invoicing
Create and process transactions in JHFRE Project Management system (PMWeb) and accounting system (SAP), and transfer documentation from PMWeb to SAP including but not limited to:
Project Management System (PMWeb)
Monitor and enter invoices, releases of lien, economic inclusion participation, etc.
Manage weekly timesheet report
Maintain master agreement task order list
JHU Purchasing and SAP
Entering shopping carts, creating WBS numbers, and change orders in SAP
Prepare online payment requests
Enter goods receipts for vendor invoices
Review, input and administer all types of construction industry documentation, including cost-plus style General Contractor invoice submissions, payment requisitions, etc.
Establish all contractor/vendor files relating to contracts, billings, labor records, and material costs
Review all contracts to ensure proper system set up for billing instructions and other accounting issues as necessary
Assist project managers with the reporting and control of the construction cost process; contract amounts, work orders, change orders, etc.
Maintain WIP (Work in Progress) Report and work with project managers to ensure timely receipt of invoices for all projects and timely closing of projects upon completion
Track, collect, review, and process contractor/supplier monthly project invoices, verify figures for accuracy in preparation of monthly project status reports
Input and track all AIA G702/703 contract billings and all associated specific paperwork including review and processing of change orders in PMWeb and SAP. Ensure all invoices have been accrued properly and timely to the correct cost accounts and codes and provide reports
Review and workflow for approval all invoices for capital and expense projects including validation of required vendor backup documentation and coordinate and track all contractor and vendor progress payments to ensure timely payments and follow up on any payment discrepancies
Research and resolve vendor payment issues
Provide a high level of customer service to vendors and internal customers
Reconcile project costs
Perform and manage accounting close out process including associated accruals and journal entries and assist with project audits if required
Compile data for benchmarking study analysis as needed
Provide 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 and variance analysis
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
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
Exchange routine information in an appropriate manner
High School Diploma or GED required
At least 2-years of college with courses in Accounting, Business, or equivalent experience is preferred
Two years related experience required. Five years work experience preferred. 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 and Abilities:
Basic accounting principles
Experience with job cost accounting procedures and reporting and working knowledge of major accounting systems
Ability to understand financial transaction lifecycles, preferably how it applies to JHU/SAP
Ability to build and identify financial reports
Proven leader, manager and mentor with demonstrated successful change management skills
Proficient computer skills in Microsoft Office applications and in accounting cost management software (SAP or similar) and project documentation and control software (PMWeb or similar)
Builds and sustains positive and collaborative working relationships with a wide range of constituents
Extensive customer service skills with ability to resolve problems, and negotiate solutions
Excellent time management skills and ability to coordinate and prioritize tasks, to ensure resources are employed appropriately
Detail oriented, organized, strategic thinker and self-starter
Committed to the mission of the University, customer service, and best practices in design and construction delivery
Utilizes excellent oral and written communication skills
Ability to multi-task in a high volume, fast paced work environment with very tight deadlines
Carries out day to day duties and responsibilities with limited supervision
Makes decisions and establishes work priorities for procedure-oriented operations
Uses broad knowledge of accounting to identify, analyze and resolve cost and financial issues
Compiles, analyzes and reports cost and financial data concerning project activity/products for own purposes and for department senior management use
Works in a normal office environment where there are limited physical discomforts due to temperature, noise, dust, etc.
Work requires visual acuity and ability to see within normal parameters
Ability to hear within normal range
Work may produce high level of mental/visual fatigue due to attention to details
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
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
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 email@example.com. 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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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 Bal...timore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.