The National WWII Museum is currently seeking an Institutional Advancement Payables Specialist. Reporting to the Director of Charter Membership, the Institutional Advancement Payables Specialist (IAPS) provides critical administrative and financial support across the Advancement division. This role supports the day-to-day financial and administrative operations of the IA department including Charter Membership, Patriots Circle, Tribute Products, and other Institutional Advancement units. The IAPS is responsible for ensuring timely, accurate processing and reconciliation of expenses related to fundraising, donor communications, special events, and stewardship initiatives. Serving as a liaison between internal teams and external vendors, the IAPS helps ensure compliance with financial procedures, supports documentation for audits and reporting. Additionally, providing support to Director of Charter Membership with direct mail functions internally and with external vendors.

Requirements

• Process and track all Institutional Advancement-related payables, ensuring invoices are properly coded, approved, and submitted in compliance with internal financial procedures.
• Maintain organized records of all financial transactions, approvals, and correspondence to support internal reviews and audit readiness.
• Ensure that Institutional Advancement stays compliant with processes and procedures as set forth by our Finance department.
• Assist Finance with internal and external audits, as requested.
• Coordinate with external vendors to ensure all payments are made timely and accurately.
• Assist with annual budget preparation and forecasting for Membership in partnership with our external vendors and internal partners.
• Monitor and analyze monthly financial performance against budget, identifying variances and contributing to financial reporting.
• Report any necessary adjustment to the general ledger and ensure that debits and credits are accurately applied.
• Review vendor invoice trackers from external vendors to ensure that all invoices are accounted for and properly debited and/or credited.
• Review direct mail packages and accompanying concept memos for accuracy in elements such as envelopes, letters, reply forms, and test materials.
• Coordinate internal donor list requests for mailings, ensuring data is delivered according to campaign timelines.
• Provide customer service to Membership Services team including incoming phone calls, e-mails, digital correspondence and mailed correspondence as requested.
• Provide support to the Membership, Tribute and Special Events staffs for events and fundraising activities throughout the year.
• Other responsibilities, duties, or tasks as assigned.

Qualifications

• A Bachelor’s degree and a minimum of two years of experience in an accounting or business-oriented role.
• Proficiency with database analysis and reporting. Extensive knowledge of computer software programs such as Excel, with preference for fundraising or accounting software including Raiser’s Edge and Avid.
• Basic acknowledge of generally accepted accounting principles, with special emphasis on those principles relating to nonprofit organizations.
• Excellent customer service skills, including interpersonal skills, presentation, and written communication skills.
• Takes initiative, possess good organizational and analytical skills, with marked attention to detail, and exercises good judgment.
• Ability to work collaboratively and diplomatically with internal teams, vendors, and donors.
• Demonstrated ability to manage multiple projects simultaneously and meet deadlines under pressure.
• Willingness to work a flexible schedule that goes beyond a 40-hour work week – including some weekends and evenings. Position may also travel for professional development.

In addition to offering competitive wages, the Museum’s benefits package includes: 

• Medical insurance – 2 plan options; Museum pays 75% of premium 
• Dental and vision insurance 
• Flexible spending account 
• 401(k) – Museum matches 50% of employee contribution up to 6%; employer contribution full vested after 3 years of employment 
• Life insurance and AD&D - $15,000 policy employer paid; additional life and AD&D available 
• Long term disability insurance 
• Paid vacation and sick leave, 10 paid holidays per year 
• Free parking 
• Tuition assistance and professional development 
• Employee assistance program 

The National WWII Museum is an Equal Opportunity Employer and seeks diversity in its workforce.  We are dedicated to a policy of non-discrimination in employment on any basis including age, sex, race, religion, national origin, sexual orientation, or disability.  Consistent with the Americans with Disabilities Act, applicants may request accommodations needed to participate in the application process.

Interested applicants can apply via the following link: https://recruiting.paylocity.com/recruiting/jobs/All/045b4d7e-6699-47fd-8952-b6ef922dc24d/The-National-World-War-II-Museum?source=Southeastern%20Museums%20Conference