Perform accounting and finance functions for ID Card Services. Prepare, maintain, review and analyze various records and reports to aid in the development of fiscal year budgets. Compile financial information, process journal transfers between various departments and divisions, and reconcile reports and financial data to ensure compliance with University regulations and restrictions. Reconcile the J-Cash account to SAP and prepare related check requests and journal entries. Monitor credit card activity, reconcile data through payment gateways and upload data to Cash Accounting. Identify and resolve all financial discrepancies. (40%)
Manage an accurate inventory of Transact, S2, and other related equipment. Reconcile inventory to SAP, recognize revenues, prioritize, schedule and prepare billing for installations and close out projects. Assist supervisor with yearly cost allocation by compiling maintenance pricing data for device installations. (35%)
Fulfill system administrator functions for the Transact system and provide support to all schools using the system. Works closely with central IT to identify and resolve issues and also suggest enhancement requests to current system properties. (25%)
Specific Duties & Responsibilities
Create, run and distribute daily, weekly, and monthly reports to 30 University departments and 25 outside vendors who accept J-Cash. Monitor the J-Cash balance sheet account and reconcile roughly two million transactions annually totaling ~ $11 million from Blackboard Transact to SAP. Reconciliation is performed on a monthly basis.
Upload to SAP 40k credit card deposits totaling $2.1 million annually to the J-Cash balance sheet on a daily/weekly basis. Utilize Windcave and processor to batch credit card payments made through SIS. Access bank accounts and run reports to identify fees and commissions of $50k annually and upload to general funds budget.
Review and approve weekly payments to Homewood food service provider and outside vendors for J-Cash sales; create and run Transact reports to verify accuracy of payment for declining balance plan and maintain historical data. Compile data for the tax office for yearly 1099ks for outside vendors and dining services.
Prepare journals to reimburse over 30 departments and other divisions for J-Cash activity. Approve and process J-Cash transfers to over 200 student clubs who use J-Card devices for fundraising.
Reconcile over 400 student account transfer requests to Blackboard and SAP for about $50k and resolve any discrepancies with the Student Accounts Office.
Process refunds of J-Cash for separated students. Manage a bulk deactivation of about 8,000 records which includes forfeiting remaining balances for about $20k in revenue and removal of access for graduated students or terminated employees.
Manage the general funds budget of roughly $800K by utilizing Analysis reporting. Assist supervisor with budget projections for current and future fiscal years. Identify and resolve financial discrepancies. Review and reconcile procurement card activity and maintain records according to University regulations. Prepare and submit reports to the tax office.
Assist Peabody and SAIS with dining plans by uploading dining accounts and funds to their cards and also sweeping the accounts at the end of the academic year.
Forecast fiscal year installation projects to order inventory at bulk discounted pricing. Request quotes from Transact and other vendors, use Shopping Cart to create purchase orders, check-in new devices and manage a 500 piece inventory that has ins and outs of $800k annually. Reconcile inventory account to SAP using Analysis reporting and project billings/estimations.
Work with Hardware Technician to set schedule for new projects, create billing, charge out expenses and recognize income. Install projects vary from $200-$300k annually. Monitor prices and billing structure to make sure customers and department benefit from equipment installations. Compile and maintain yearly maintenance fees for schools installing and utilizing the Transact system.
Set up new hardware, users, merchants, SV accounts, credit cards stores, TIA connections, access plans, and door schedules and other tasks as assigned in the Transact system. Configure new devices and respond to service requests for door access and schedule changes for over 1100 doors. Assist Housing and Dining with Sequoia Back Office software and execute necessary steps to integrate with Transact. Develop menus, tenders, and reports for all schools using the retail system. Test upgrades to Transact, perform user/technical testing for disaster recovery, submit JIRAs for new issues, and assist in resolving system issues with Central IT.
Update the Jcard website using Word Press
Participate in Freshmen Orientation and Move-In by taking J-Cash deposits and providing customer support to new students and parents. Service new hires, students, faculty and staff in card production and depositing functions. Resolve financial issues and customer complaints. Assist in the response of office email for information or service. Position is required to understand all of the duties of the administrative support staff position and perform those duties as necessary, as well as performing all other duties as assigned by the IDCS Supervisor.
Minimum Qualifications (Required)
Bachelor’s degree in accounting, finance, or business management.
One (1) year of related progressively responsible experience.
Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted by the * JHU Equivalency Formula: 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for the 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. *
Special Knowledge, Skills, and Abilities
Requires thorough analytical skills; a high level of proficiency in Excel.
Knowledge of internal controls and various accounting system applications such as SAP.
Requires excellent oral and written communication skills for tactful and effective interactions with students, parents, outside vendors and staff at all levels.
Requires the ability to work independently with minimal supervision and excellent organizational skills to prioritize and manage multiple assignments in a diverse and frequently changing business environment.
Ability to handle confidential information responsibly.
Prior experience using SAP, Transact, and Word Press is helpful
Classified Title: Budget Analyst Working Title: Budget Analyst Role/Level/Range: ATP/03/PB Starting Salary Range: Commensurate with Experience Employee group: Full Time Schedule: Monday - Friday, 8:30am - 5:00pm / 37. 5 hrs pr week Exempt Status: Non-Exempt Location: 01-MD:Homewood Campus Department name: 10001462-ID Card Services Personnel area: University Student Services
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