Coordinator, AR & Invoicing

Coordinator, AR & Invoicing

Title: Coordinator, AR & Invoicing (Temporary – 3 months with option to extend 3 months) Salary Range: $43.44 – $55.27 (hourly for non-exempt) Classification: Full-time; Non-Exempt; Represented by Protec17 Location: Seattle, WA; In person 3 days a week & eligible for telework

• Multiple positions may be filled from this position description / Position will be filled on a rolling basis

Organizational Overview The King County Regional Homelessness Authority (KCRHA) is a public administrative agency created by an interlocal agreement between the City of Seattle and King County. Our mission is to administer effective, performance-based homeless services to support a high-functioning homelessness crisis response system to significantly decrease the incidence of unsheltered homelessness across King County using equity and social justice principles. KCRHA serves as the region’s collaborative applicant for U.S. Department of Housing and Urban Development Continuum of Care grants and State of Washington Department of Commerce Encampment Resolution Program funding. KCRHA also maintains the region’s Homelessness Management Information System, Coordinated Entry, Ombuds Office, and Severe Weather coordination for the homelessness response system. KCRHA is transitioning to a smaller, more focused operating model in 2027.

Team Overview The Finance Division is responsible for KCRHA’s financial operations, accounting, funder invoicing, payroll accounting, budgeting, financial reporting, and internal financial controls. Finance works with Programs on documentation and programmatic authorization, and with Operations on procurement and contract administration. Provider performance monitoring and programmatic compliance are managed outside Finance. The team is led by the Director of Finance, with individual contributors responsible for distinct financial processes.

Role Description The Coordinator, AR & Invoicing serves as the primary operational owner of KCRHA's accounts receivable and funder invoicing processes. The position is responsible for preparing accurate and timely invoices, reimbursement requests, and grant drawdowns; tracking outstanding receivables; reconciling billed amounts to financial records; and supporting timely collection of funds from government and other funding partners.

The Coordinator maintains complete and accurate receivables records, monitors outstanding balances, investigates discrepancies, and works with internal teams and funders to resolve billing and payment issues. The position supports monthly close, financial reporting, audit preparation, and internal controls, with particular emphasis on ensuring that 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. The position does not supervise staff or independently approve material financial adjustments or write-offs.

Accountabilities Accounts Receivable and Funder Invoicing

• Prepare accurate and timely invoices, reimbursement requests, and grant drawdowns for federal, state, local, and other funding partners, ensuring appropriate review and authorization before submission in accordance with funding agreements and established deadlines.
• Reconcile expenditures and supporting financial records to funding agreements, approved budgets, and applicable grant-management records before preparing reimbursement requests.
• Verify financial coding, funding allocations, supporting documentation, and applicable expenditure requirements to ensure invoices are complete, accurate, and appropriately supported.
• Coordinate with Programs and other internal teams to obtain required documentation and resolve questions regarding program expenditures, while referring programmatic performance and service eligibility determinations to the responsible team.
• Maintain organized records of submitted invoices, reimbursement requests, drawdowns, supporting schedules, and funder communications.
• Monitor eligible expenditures against funding agreements and billing schedules to identify unbilled amounts, support timely submission of reimbursement requests, and minimize delays in collection.

Receivables Monitoring and Collections

• Maintain accurate accounts receivable records, including outstanding invoices, reimbursement requests, payment status, aging schedules, and supporting documentation.
• Monitor receivable balances and follow up with funders on outstanding or delayed payments to support timely collection.
• Investigate discrepancies between billed amounts, payments received, funding agreements, and accounting records; coordinate resolution with funders and internal colleagues.
• Prepare regular receivables aging, collections, and outstanding balance reports for Finance leadership.
• Identify overdue, disputed, or potentially uncollectible receivables and promptly elevate concerns to the Director of Finance for review and appropriate action.
• This temporary assignment will support the completion of outstanding invoicing, receivables reconciliation, and related financial closeout activities associated with KCRHA's transition to its 2027 operating model. Working closely with the Finance team and external accounting support, the position will help ensure timely billing, collection, accurate financial records, and continuity of operations. Specifically, this role will support the reconciliation of funder payments, advances, adjustments, and other receipts against applicable funding agreements, outstanding invoices, receivable balances, and general ledger records, ensuring that advances and reimbursements are accurately distinguished and recorded.

Reconciliation and Monthly Close Support

• Reconcile accounts receivable balances, funder invoices, reimbursement requests, and payment activity to the general ledger and applicable grant-management records.
• Prepare monthly receivables reconciliations, unbilled expenditure schedules, aging reports, and supporting documentation for the monthly and annual financial close.
• Identify and investigate differences between NetSuite, Salesforce, funder records, and other financial information systems.
• Prepare proposed journal entries, corrections, and adjustments related to accounts receivable for independent review and approval.
• Support accurate recognition and reporting of receivables and grant revenue in accordance with applicable accounting policies and financial reporting requirements.
• Coordinate with the Accounts Payable Coordinator and other Finance colleagues to resolve cross-system and funding-allocation discrepancies while maintaining clear ownership of AR processes.

Funder Reporting and Audit Support

• Prepare and maintain financial schedules, expenditure reports, and supporting documentation required for funder reimbursement, financial monitoring, and audit requests.
• Assist with preparation of financial information for grant reporting, including expenditure and reimbursement status, funding utilization, and outstanding balances.
• Maintain accurate documentation and audit trails supporting invoices, revenue recognition, receivables, payments, and financial adjustments.
• Respond to funder questions regarding invoices, reimbursement status, and supporting financial 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.

Financial Controls, Cross-Training, and Service

• Follow documented segregation-of-duties, approval, reconciliation, records-retention, and financial control requirements; ensure material receivable adjustments, write-offs, and other sensitive transactions receive appropriate 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 activities, as needed to ensure continuity of operations. Such assignments will be consistent with the position's classification, the employee's training and qualifications, and established financial controls and segregation-of-duties requirements.
• Provide responsive and professional service to funders, KCRHA colleagues, and external partners while protecting confidential financial information.
• Support improvements to billing workflows, reconciliation procedures, and the effective use of NetSuite, Salesforce, and related financial systems.

Minimum 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, with strong proficiency in Microsoft Excel.
• 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 an ability to work collaboratively with internal departments, government funders, and external partners.

Preferred Qualifications

• 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.

Additional Requirements

• A high level of customer service orientation and attention to detail.
• Ability to provide and accept feedback.
• Proficiency with Microsoft Office, particularly Excel.
• Must be able to lift up to 15 pounds at times.

Benefits

The KCRHA offers a comprehensive benefits package.

Health: Medical, dental, and vision coverage. Insurance: Group Term Life, Additional Employee + Dependent Life and Long-Term Disability (LTD) coverage. Retirement: Pension and Deferred Compensations Plan for eligible employees. Paid Time Off: Unlimited vacation, 96 hours of paid sick and safe leave, 12 official holidays, and 2 personal holidays. Flexible Spending Account (FSA): Pre-tax savings for eligible medical and dependent care expenses. Employee Assistance Program (EAP): Confidential support for personal and work-related challenges. Commuter Benefit: Subsidized ORCA card.

EEO Statement The KCRHA is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee based on race, creed, religion, color, national origin, age, alienage or citizenship status, ancestry, nationality, national origin, marital or domestic partnership or civil union status, familial status, sex, sexual orientation, pregnancy, gender identity, or any other characteristic protected by federal, state or local law. In addition, The KCRHA will provide reasonable accommodation for qualified individuals with disabilities.