Vizcaya Museum and Gardens is a National Historic Landmark and accredited museum in Miami, Florida (www.vizcaya.org). The Accounts Payable Coordinator will be responsible for all aspects of accounts payable and disbursements, maintaining financial and accounting files, assisting in all aspects of accounts receivables and receipts, maintaining related files, and assisting with the monthly and quarterly closing of accounting cycles. A key member of the accounting team, this position also participates in a host of other support functions in the Business Office. The position 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 to position Vizcaya as an enduring, inclusive, and innovative place that inspires people to embrace the cultural vitality and environmental sustainability of the world around us.

Essential Functions

· Administer the Accounts Payable function.

· Review invoices and check requests to ensure proper coding and authorization, follows up with staff and vendors to resolve discrepancies, including to ensure that all operating, capital, and temporarily restricted funds are correctly entered into the financial system.

· Prepare requests for recurring payments.

· Enter checks and disbursements into the accounting system.

· Create credit card monthly expenses entry in the accounting system that matches credit card statement.

· Coordinate the weekly check run and running of AP aging report.

· Ensure timely payments to vendors.

· Monitor status of unpaid invoices

· Prepare wire transfers as directed.

· Review and process expense reports.

· Research and respond to vendor and staff inquiries on invoices and requests for payments.

· Ensure that all vendor files are audit ready and correctly always filed.

· Set up and maintain vendor files by fiscal year.

· Maintain lists and locations of all financial accounting files including storage location of archived files. Coordinate accounting records storage.

· Monitor and resolve bank issues including fee anomalies and check differences.

· Assist with fiscal year-end closings.

· Collaborate on preparing for the yearly audit process.

· Participate in implementing and maintaining internal financial controls and procedures.

· Support mail processing and delivery as may be necessary.

· Cross-train and serve as backup for another department colleague based on need.

· Other projects as required or requested by the supervisor.

General Responsibilities

Knowledge of professional accounting principles and procedures. Knowledge of the general principles of non-profit financial administration including the budgetary process, reporting requirements and cost accounting techniques. Knowledge of computerized accounting systems, operating activities, and fiscal programs of the Museum. Knowledge of sources of information and accounting techniques used in the preparation of fiscal reports.

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 2 years of work experience as in Accounts Payable.

· Bachelor’s degree in Business, accounting, or a related field.

· Positive attitude, good interpersonal skills, flexibility and commitment to collaboration, customer service, strategy and innovation.

· English fluency.

· Experience with personal computer software applications (spreadsheet and/or data manager) related to accounting, and work experience in a museum non-profit organization is highly desirable.

· Knowledge of NetSuite and/or other Financial Software is desirable.

Factors Vizcaya Will Consider When Evaluating Applicants and Determining

Compensation

· Additional relevant work experience, training, and education.

· 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. The salary will be based on the selected candidate’s experience and skills. The anticipated compensation is approximately $49,500 for someone meeting the requirements of the position to approximately $55,000 for someone exceeding them.

Work Environment/Physical Demands

The majority of work is done in an office setting, with some portion involving interaction with the public, community members, partners, donors, vendors, contractors, 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. Periodic evening and weekend work is required.

To Apply

Please submit a resume and a cover letter expressing your interest in this position to: HRVizcaya@vizcaya.org. Please reference the position title in the subject line of your email.

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.

Updated 6/16/2025

About Vizcaya Museum and Gardens:

Vizcaya Museum and Gardens is a National Historic Landmark, accredited by the American Alliance of Museums and located on Miami’s spectacular Biscayne Bay. Vizcaya consists of 14 historic buildings on 50 acres of grounds, with approximately 2,500 objects and 40,000 archival documents. The Museum attracts nearly 200,000 visitors annually and is working to strengthen and extend its profile as a cultural resource throughout South Florida and the nation.

To diminish second-hand health hazards, risk of fire, and unwanted trash on Vizcaya's historic property. VMGTI's employees are not permitted to smoke tobacco or other substances, use vapor devices (including e-cigarettes), or use smokeless tobacco anywhere on the Vizcaya estate (including the Village and parking lots).