Coordinator, AR & Invoicing

King County Regional Homelessness Authority • Seattle, WA

1d • Hybrid

About The Position

The Coordinator, AR & Invoicing serves as the operational owner of the King County Regional Homelessness Authority’s accounts receivable and funder invoicing processes. The position prepares invoices, reimbursement requests, and grant drawdowns; tracks receivables; reconciles billed amounts to financial records; and supports timely collection from government and other funding partners. The Coordinator maintains accurate 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, ensuring eligible expenditures are billed, documented, and collected in accordance with applicable funding agreements.

This is an individual-contributor role reporting to the Director of Finance. It does not supervise staff or independently approve material financial adjustments or write-offs. The position is based in Seattle, Washington, with in-person work three days per week and eligibility for telework. It is full-time, non-exempt, and represented by Protec17.

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 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 collaborate 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 funding partners, ensuring required review and authorization and compliance with funding agreements and deadlines.
• Reconcile expenditures and supporting 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 internal teams to obtain documentation and resolve expenditure questions, referring programmatic performance and service eligibility determinations to the responsible team.
• Maintain organized records of submitted invoices, reimbursement requests, drawdowns, schedules, and funder communications.
• Monitor eligible expenditures against funding agreements and billing schedules to identify unbilled amounts and support timely reimbursement submissions.
• Maintain accounts receivable records, including invoices, payment status, aging schedules, and supporting documentation.
• Follow up with funders on outstanding or delayed payments and investigate discrepancies between billed amounts, payments, 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 to agreements, invoices, receivable balances, and general ledger records.
• Reconcile accounts receivable balances, invoices, reimbursement requests, and payment activity to the general ledger and grant-management records.
• Prepare monthly receivables reconciliations, unbilled expenditure schedules, aging reports, and supporting 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 in accordance with accounting policies and reporting requirements.
• Coordinate with the Accounts Payable Coordinator and Finance colleagues to resolve cross-system and funding-allocation discrepancies while maintaining ownership of AR processes.
• Prepare financial schedules, expenditure reports, and 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 and escalate material discrepancies or compliance concerns.
• Support the Director of Finance in identifying recurring billing, reconciliation, and collections issues and recommending improvements to procedures and controls.
• Follow segregation-of-duties, approval, reconciliation, records-retention, and financial-control requirements; ensure sensitive transactions receive independent review and authorization.
• Maintain current procedures and documentation for accounts receivable, 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 training 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 Compensation 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.

What This Job Offers

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