Coordinator, AR & Invoicing

King County Regional Homelessness Authority • Seattle, WA

3d • $43 - $55 • Hybrid

About The Position

The Coordinator, AR & Invoicing is the primary operational owner of KCRHA’s accounts receivable and funder invoicing processes. The position prepares accurate and timely invoices, reimbursement requests, and grant drawdowns; tracks outstanding receivables; reconciles billed amounts to financial records; and supports timely collection of funds from government and other funding partners. It maintains complete receivables records, monitors balances, investigates discrepancies, and works with internal teams and funders to resolve billing and payment issues. The role also supports monthly close, financial reporting, audit preparation, and internal controls, with an emphasis on ensuring eligible expenditures are billed, documented, and collected in accordance with applicable funding agreements.

This is an individual-contributor position reporting to the Director of Finance. It does not supervise staff or independently approve material financial adjustments or write-offs. The role is based in Seattle, Washington, with in-person work three days a week and eligibility for telework.

Requirements

• Associate degree in Accounting, Finance, Business Administration, or a related field, or an equivalent combination of education and relevant professional experience.
• At least three years of progressively responsible experience in accounts receivable, funder invoicing, grant reimbursement, accounting, or related financial operations.
• Working knowledge of accounting principles, accounts receivable management, general ledger coding, account reconciliations, and financial internal controls.
• Demonstrated experience preparing invoices, reconciling financial records, tracking outstanding balances, and resolving billing or payment discrepancies.
• Experience using accounting or enterprise resource planning (ERP) systems.
• Strong proficiency in Microsoft Excel and proficiency with Microsoft Office.
• Ability to interpret funding agreements, financial documentation, and established billing requirements to support accurate and timely reimbursement requests.
• Strong organizational skills, attention to detail, and ability to manage recurring deadlines and multiple funding requirements.
• Strong written and verbal communication skills and ability to work collaboratively with internal departments, government funders, and external partners.
• High level of customer service orientation and attention to detail.
• Ability to provide and accept feedback.
• Ability to lift up to 15 pounds at times.

Nice To Haves

• Bachelor's degree in Accounting, Finance, or a related field.
• Experience in government, nonprofit, or grant-funded accounting environments.
• Experience with federal, state, or local government grant invoicing and reimbursement requirements, including HUD Continuum of Care funding.
• Familiarity with governmental accounting practices, federal grant requirements, and expenditure allowability.
• Experience with NetSuite, Salesforce, or comparable financial and grant-management systems.
• Experience preparing grant reimbursement requests, performing receivables reconciliations, and supporting financial audits in a publicly funded environment.

Responsibilities

• Prepare accurate and timely invoices, reimbursement requests, and grant drawdowns for federal, state, local, and other funding partners, ensuring required review and authorization and compliance with funding agreements and deadlines.
• Reconcile expenditures and supporting financial records to funding agreements, approved budgets, and grant-management records before preparing reimbursement requests.
• Verify financial coding, funding allocations, supporting documentation, and expenditure requirements.
• Coordinate with Programs and other internal teams to obtain documentation and resolve questions about program expenditures, referring programmatic performance and service eligibility decisions to the responsible team.
• Maintain organized records of invoices, reimbursement requests, drawdowns, supporting schedules, and funder communications.
• Monitor eligible expenditures against funding agreements and billing schedules to identify unbilled amounts and support timely reimbursement requests and collections.
• Maintain accounts receivable records, including outstanding invoices, reimbursement requests, payment status, aging schedules, and supporting documentation.
• Follow up with funders on outstanding or delayed payments and investigate discrepancies among billed amounts, payments, funding agreements, and accounting records.
• Prepare receivables aging, collections, and outstanding-balance reports for Finance leadership, and elevate overdue, disputed, or potentially uncollectible receivables to the Director of Finance.
• Reconcile funder payments, advances, adjustments, and other receipts against funding agreements, invoices, receivable balances, and general ledger records.
• Reconcile accounts receivable balances, funder invoices, reimbursement requests, and payment activity to the general ledger and grant-management records.
• Prepare monthly receivables reconciliations, unbilled expenditure schedules, aging reports, and documentation for monthly and annual close.
• Investigate differences between NetSuite, Salesforce, funder records, and other financial information systems.
• Prepare proposed accounts receivable journal entries, corrections, and adjustments for independent review and approval.
• Support accurate recognition and reporting of receivables and grant revenue under applicable accounting policies and reporting requirements.
• Coordinate with the Accounts Payable Coordinator and Finance colleagues to resolve cross-system and funding-allocation discrepancies while maintaining clear ownership of accounts receivable processes.
• Prepare and maintain financial schedules, expenditure reports, and supporting documentation for funder reimbursement, financial monitoring, grant reporting, and audit requests.
• Maintain documentation and audit trails for invoices, revenue recognition, receivables, payments, and financial adjustments.
• Respond to funder questions about invoices, reimbursement status, and supporting documentation, escalating material discrepancies or compliance concerns as appropriate.
• Support the Director of Finance in identifying recurring billing, reconciliation, and collections issues and recommending improvements to financial procedures and controls.
• Follow segregation-of-duties, approval, reconciliation, records-retention, and financial control requirements, ensuring sensitive transactions receive independent review and authorization.
• Maintain current procedures and documentation for accounts receivable, funder invoicing, reimbursement requests, and collections.
• Participate in cross-training and provide backup support for other Finance Coordinator functions, including accounts payable, payroll-related accounting, and financial reporting, as needed and consistent with classification, qualifications, and financial controls.
• Provide responsive, professional service to funders, colleagues, and external partners while protecting confidential financial information.
• Support improvements to billing workflows, reconciliation procedures, and the use of NetSuite, Salesforce, and related financial systems.

Benefits

• Medical, dental, and vision coverage.
• Group Term Life, Additional Employee + Dependent Life, and Long-Term Disability coverage.
• Pension and Deferred Compensations Plan for eligible employees.
• Unlimited vacation, 96 hours of paid sick and safe leave, 12 official holidays, and 2 personal holidays.
• Flexible Spending Account for eligible medical and dependent care expenses.
• Employee Assistance Program.
• Subsidized ORCA card commuter benefit.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree