Description

Vizcaya Museum and Gardens is a National Historic Landmark and accredited museum in Miami, Florida (www.vizcaya.org). The Accounting Analyst for Capital Projects and Grants is responsible for overseeing the financial management of a $75M+ capital projects program by preparing and updating budgets, performing reconciliations, preparing reimbursement requests, and tracking grant funding. This position plays a key role in ensuring financial accuracy, regulatory compliance, and timely reporting. Serving as a key liaison between Capital Projects and Finance, this role ensures that financial information remains aligned, accurate, and compliant with organizational and audit requirements. This position is in the Finance department and reports to the Director of Finance.

Vizcaya is owned by Miami-Dade County and is operated by the non-profit Vizcaya Museum and Gardens Trust, Inc. Our mission is to preserve the estate's cultural and environmental resources to engage people in connecting with the past, understanding the present and shaping the future. Our vision is for Vizcaya to be "A Home for Miami, an Inspiration for All."

Requirements

Essential Functions

• Develop and maintain the capital budget for a large number of multi-year capital projects funded through varied governmental and private sources. 
• Prepare capital budget presentation materials for Board review and approval; enter the approved capital budget into NetSuite and ensure accurate setup of all related project data.
• Perform monthly reconciliations between the capital projects tracking system and NetSuite, and coordinate any required adjustments.
• Prepare monthly requests for reimbursement from governmental sources by collecting supporting documentation, organizing submissions, and tracking submission status, grant balances, and outstanding reimbursements.
• Generate project income, revenue, and financial status reports as needed.
• Support the maintenance of individual project financial spreadsheets, detailing funding sources (including grants), validating proper allocation of expenses, comparing actuals to the approved capital budget, determining remaining balances, and advising the Capital Projects team when funds are nearing depletion.
• Assist the Director of Capital Projects in preparing capital expenditure forecasts by developing supporting schedules and performing ongoing financial analyses.
• Manage project budgets, including preparing and updating cash-flow analyses.

• Compile and submit reimbursement requests for government-funded capital projects, including obtaining source documentation, completing required forms, assembling supporting documentation, and tracking submission status, typically on a semi-annual basis.
• Prepare required financial reports for government grants (e.g., Federal Financial Reports) that document project expenditures and financial status, typically on a semi-annual basis.
• Ensure compliance with all applicable funder, governmental, and federal requirements related to capital grants, including adherence to Uniform Guidance (2 CFR Part 200), where applicable.
• Track required matching contributions and in-kind support for government-funded projects, validating eligibility and documentation prior to award acceptance and throughout the project lifecycle. 
• Coordinate and support the Single Audit process for government-funded capital projects, including serving as a primary point of contact for auditors and compiling required financial documentation.
• Review grant awards, applicable regulations, and approved budgets to ensure compliance with funding requirements and cost allowability standards for government grants.
• Complete financial closeout for capital grants and projects by reconciling approved budgets to actual expenditures, confirming allowability of costs, and finalizing invoices, reimbursements, and related financial documentation.
• Review and reconcile funding source reports on a monthly basis to ensure accuracy, completeness, and alignment with internal financial records.
• Monitor capital project spending against approved budgets on a monthly basis and proactively flag potential under- or over-spending to the project team, Finance, and Advancement, as appropriate.
• Assist with fiscal year-end close activities, including identifying expenses requiring accruals and coordinating with vendors to obtain timely invoicing in accordance with financial policies.
• Perform other related duties and special projects as assigned.

This job description is not designed to be comprehensive; duties, responsibilities and activities may change at any time with or without notice.

Position Requirements

• At least five years of progressive accounting experience, with demonstrated proficiency in account reconciliations, financial statement preparation, and budgeting.
• Bachelor's degree in accounting, finance, or a related field.
• Deep and current knowledge of non-profit accounting theories and practices.
• Ability to produce, analyze, and communicate meaningful insights about financial information. 
• Demonstrated leadership, teambuilding, communications, project management and financial management skills. 
• Positive attitude, good interpersonal skills, flexibility, and commitment to collaboration, customer service, strategy, and innovation.
• Highly dependable and trustworthy.
• English fluency. 
• Proficiency with Microsoft Office Suite and accounting software, preferably NetSuite.

Factors Vizcaya Will Consider When Evaluating Applicants and Determining Compensation

• Additional relevant work experience, training and education.
• Experience managing capital project financials.
• CPA certification. 
• Knowledge of government accounting practices.
• Spanish, Haitian Creole and other language skills.

Compensation

Vizcaya Museum and Gardens offers competitive compensation with generous paid leave, retirement benefits, and robust medical and other insurance for full-time employees. Salary will be based on the selected candidate's experience and skills, with an anticipated starting compensation of approximately $92,000 for candidates meeting the position's requirements and $102,000 for someone exceeding them. For exceptionally qualified candidates, compensation may exceed this range.

Work Environment/Physical Demands

The majority of work is done in an office setting, with some portion involving interaction with vendors, Board members, donors and other constituents on and off site. Vizcaya is a non-smoking environment.

Position Type/Expected Hours of Work/Schedule

This is a full-time (40 hours per week), exempt position, typically working Monday-Friday. Evening and weekend work may be required.

To Apply

Please submit a resume and a cover letter expressing your interest in this position to: https://vizcaya.org/about/careers/.

Equal Opportunity Employer

Vizcaya Museum and Gardens is committed to equity and inclusion and is engaged in a strategic process to ensure that our staff, Board and volunteers reflect our community's diversity. Vizcaya welcomes applicants from groups that are underrepresented in cultural organizations and seeks to recruit, develop and retain a diverse workforce.

Vizcaya Museum and Gardens is an equal opportunity employer. Vizcaya respects people of all backgrounds and does not discriminate based upon race, religion, color, national origin, ancestry, sex, pregnancy, childbirth, sexual orientation, gender identity, gender expression, age, marital status, familial status, status as a protected veteran, status as an individual with a disability, status as a victim of domestic violence, dating violence or stalking, or other applicable legally protected characteristics protected by law.