Seaport Finance Administrator and Invoicing Specialist

Port of Seattle•Seattle, WA

About The Position

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. You will provide administrative support for departmental operations, including document management, coordination of administrative functions, and use of Port systems. You will lead key department-wide administrative responsibilities, including timesheet administration, meeting documentation, technology coordination, and process improvement recommendations. You will coordinate logistics for department-wide events and meetings, including calendar management, meeting setup, note-taking, and tracking follow-up actions to ensure timely completion. You will 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. You will support contracting processes by proofreading documents, submitting requisitions, and preparing invoices in compliance with applicable policies and procedures. You will establish and maintain positive vendor relationships to support accurate invoices, cost recovery, and prompt resolution of related issues. You will also monitor vendor and agency concerns relating to invoicing and contracting by analyzing data, identifying trends or inconsistencies, and preparing reports for management. You will 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. You will 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. You will also provide support for internships within the department, recruitment, and liaison between HR and staff as needed.

Requirements

Experienced – 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

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

Responsibilities

Provide administrative and financial operations support to the Seaport Finance department
Manage invoicing functions tied to grants, insurance, and environmental remediation efforts
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
Support and/or oversee the onboarding and offboarding of personnel per Port policies
Provide support for internships within the department, recruitment, and liaison between HR and staff as needed