Seaport Finance Administrator and Invoicing Specialist

Port of Seattle•Seattle, WA

3d•Hybrid

About The Position

Every role at the Port of Seattle is vital to our thriving community. We are a leader in moving people and cargo across the country and around the world. With facilities and property ranging in scope from a half-acre park to one of the largest airports and container terminals on the West Coast, we maximize the public assets in our portfolio with an eye toward best uses and environmental sustainability. Find out more here . Our vision is to create a Port that mirrors – throughout its breadth of operations and services and within its leadership – the diversity of our communities, instill principles of equity into its culture, and ensures a fair and intentional distribution of opportunities to expand economic develop and quality of life for all in our region. Find out more about how our values RAISE us up and our commitment to equity . The Port of Seattle is unable to sponsor employment visas at this time. Salary offers will be made within the posted range. Placement within the range will be determined based on your similar work experience. The Port considers work experience to be similar if the scope and level of responsibility of your prior positions match the job being offered. Work Schedule – Your normal work schedule will be Monday – Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week). Slightly more flexible start and end times are available in this role. You may be required to work during emergencies. Work Environment - This work will take place in a hybrid/in-office setting at Management’s discretion. Washington State Residency Requirement – Employees must establish a residence in Washington state within 30 days of their first day of employment and must maintain a residence in Washington State during their employment with the Port of Seattle. If a position is eligible to telework, work performed while teleworking must be performed in Washington State. Overtime Eligible – You are eligible for overtime pay in this role. As a Seaport Finance Administrator and Invoicing Specialist, you will provide administrative and financial operations support to the Seaport Finance department, contributing to the efficiency of departmental processes and systems. You will also support the Seaport Environmental Finance team by managing invoicing functions tied to grants, insurance, and environmental remediation efforts, helping ensure cost recovery and compliance.

Requirements

You have one (1) year of experience processing invoices or providing accounting support, preferably in a municipal, insurance, legal, public or government agency and one (1) year of experience performing administrative work.
Committed to Equity – You will apply equity and exemplify shared values, behaviors, and practices in all aspects of the work. At the Port of Seattle, equity is a daily responsibility and a foundational expectation for all Port employees.
Proficient – You demonstrate knowledge of generally accepted accounting principles (GAAP); federal and grant administration principles, including GASB 49 and federal/state cleanup requirements; and general finance and forecasting. You also have strong mathematical skills, including algebra, and the ability to perform basic accounting and financial reporting.
Analytical – You possess a high level of accuracy and attention to detail in complex accounting and finance transactions, documentation, and protocols, with strong analytical and problem-solving skills.
Problem-Solver – You possess demonstrated ability to work with minimal supervision while contributing effectively in a team-oriented environment. You also have demonstrated ability to navigate and resolve conflicts in a professional and constructive manner.
Efficient Communicator – You possess effective verbal and written communication skills, with the ability to collaborate across departments, provide clear guidance to staff and stakeholders, and prepare complex presentations, documents, and correspondence.

Nice To Haves

We hope you have a bachelor’s degree in business, finance or accounting.

Responsibilities

Provide administrative support for departmental operations, including document management, coordination of administrative functions, and use of Port systems.
Lead key department-wide administrative responsibilities, including timesheet administration, meeting documentation, technology coordination, and process improvement recommendations.
Coordinate logistics for department-wide events and meetings, including calendar management, meeting setup, note-taking, and tracking follow-up actions to ensure timely completion.
Serve as the primary point of contact for purchasing activities using a Corporate Purchase Card (P-Card), including placing and receiving orders, handling returns, reconciling invoices, and coordinating with vendors.
Support contracting processes by proofreading documents, submitting requisitions, and preparing invoices in compliance with applicable policies and procedures.
Establish and maintain positive vendor relationships to support accurate invoices, cost recovery, and prompt resolution of related issues.
Monitor vendor and agency concerns relating to invoicing and contracting by analyzing data, identifying trends or inconsistencies, and preparing reports for management.
Work collaboratively with staff and management to identify improvements to systems, procedures, and technology, reviewing both routine and non-routine work to support LEAN and Continuous Process Improvement (CPI) initiatives.
Support and/or oversee the onboarding and offboarding of personnel per Port policies serving as the authorized signer for department badging at the request of the hiring manager.
Provide support for internships within the department, recruitment, and liaison between HR and staff as needed.

Benefits

Healthcare – Medical, Dental, and Vision Care with options that work for you and your family.
Paid Vacation – Just about four weeks per year that increases with tenure to rest and rejuvenate.
Paid Sick Leave – At least one hour of sick leave for every 40 hours worked.
Holidays – More than ten days per year to celebrate with family and friends away from work.
Pension/Retirement Plans – A pension and additional savings plans to prepare for your future after the Port.
Getting to Work – From subsidized parking and a low-cost public transit card to alternative work arrangements giving you an opportunity to work hybrid.
Parental Leave – Six weeks of paid leave to spend with new additions to your immediate family.
Development – From tuition reimbursement, training, stretch assignments and internal internships, we support a learning culture.
Equity, Diversity, and Inclusion – The Port of Seattle values diversity as a source of innovation and strength. We are actively working across the organization to create a culture where all employees – regardless of race, gender, and other identities – succeed and reach their fullest potential.
Work-Life Balance – We provide the resources to help you create habits to be healthy and balanced.
Mission Driven – We are focused together in promoting economic opportunities and quality of life in the region by advancing trade, travel, commerce, and job creation in an equitable, accountable, and environmentally responsible manner.