Wisconsin Historical Society

Employment Information

Finance & Operations Specialist - LTE Position

Museums, Historic Sites, Employment

employment, finance, operations | Wisconsin Historical Society

Finance & Operations Specialist  (LTE) - Part-time, less than 40 hours per week

Position Summary

Under general supervision the Finance & Operations Specialist provides fiscal, administrative and operational support to Museums and Historic Sites with the Wisconsin Historical Society. The incumbent is responsible for independently developing, implementing and maintaining procedures, many of which are advanced and complex, for a wide variety of fiscal activities. The primary function of this position is financial management using the State of Wisconsin’s STAR (financial) system. The Finance & Operations Specialist will handle such things as requisitions, purchase orders, and p-card reconciliation. The incumbent also provides operational support by ordering supplies and equipment, oversight of contracts, and maintaining budget information by reconciling financial reports. 

This employee will also monitor all revenue and expenditures in compliance with State of Wisconsin statutes, rules, policies and procedures. He/she will oversee the collection of and accounting for revenue including, but not limited to, ticket sales, membership purchases, food and retail sales, special event income, grants and gifts. 

This employee is responsible for ordering and payment of materials, supplies, services and equipment.  Vendors will be independently contacted to resolve all billing discrepancies before payments are processed.

This position will be located in Mineral Point  and work with Pendarvis and our Southwest sites (Villa Louis and Stonefield).  For more information on the site please visit https://pendarvis.wisconsinhistory.org/

Job Duties

Implement and maintain procedures for all fiscal activities in an efficient and sustainable manner and according to Wisconsin Historical Society and State of Wisconsin policies, standards and requirements.

  • Monitor the fiscal year budget by reconciling reports from STAR. Monitor revenue and expenditures in compliance with State of Wisconsin statutes, rules, policies and procedures.
  • Track LTE wage and fringe costs and employee hours and anniversary dates for each site to ensure budget compliance. 
  • Work with the WHS Financial Services staff to prepare requisitions and purchase orders using the correct account coding and track payments. Audit, analyze, and process invoices against receiving documents, purchase orders and State of Wisconsin contracts. 
  • Calculate and distribute charges on bills that require multiple STAR coding strings.
  • Monitor invoices to delete sales tax where applicable.
  • Monitor procedures and keep files that document vendor problems as support for late payments
  • Respond to vendor inquiries on status of payments
  • Enter credit card transactions and correct STAR coding strings.  Re-code transactions if needed.
  • Manage the petty cash fund for each site making sure all receipts and cash equal $100.00.  Reimburse as needed.
  • Account for receipt of grants and gifts and submit authorized expenses to the Wisconsin Historical Foundation for reimbursement.
  • Serve on the STAR business team as requested
  • Train staff on P-card reconciliation
  • Order site materials and equipment as needed.  Order computer equipment following WHS protocol

Qualifications

  • Knowledge of accounting principles and government fund accounting. Ability to interpret State of Wisconsin regulations and agency fiscal policy.
  • Ability to anticipate needs, set priorities for office management systems and synthesize information in order to respond to requests from diverse groups including, agency administrators, program clients, auditors, co-workers and the general public.
  • Ability to write accurate and concise financial reports.
  • Knowledge of and proficiency with Microsoft Excel, including the ability to create complex spreadsheets, Microsoft Word and Outlook.
  • Effective professional verbal and written communication skills, as well as strong customer service skills and orientation.
  • Ability to communicate effectively with the Division of Museums and Historic Sites and other Wisconsin Historical Society staff, other state/federal agencies, and outside vendors.

Special Notes

A criminal background check will be conducted prior to an offer of employment to determine if the circumstances of any conviction may be related to the job.

How to Apply

To be considered for this postion, candidates should submit their resume and cover letter to Human Resources hr@wisconsinhistory.org.  Applications will be accepted until the position is filled.