Seaport Finance Administrator and Invoicing Specialist

The Port of Seattle is seeking a Seaport Finance Administrator and Invoicing Specialist to provide administrative and financial operations support to the Seaport Finance department. The role involves managing invoicing functions, coordinating departmental operations, and supporting compliance and cost recovery efforts.

Responsibilities

• 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

Skills

• One (1) year of experience processing invoices or providing accounting support, preferably in a municipal, insurance, legal, public or government agency
• One (1) year of experience performing administrative work
• Knowledge of generally accepted accounting principles (GAAP)
• Knowledge of federal and grant administration principles, including GASB 49 and federal/state cleanup requirements
• General finance and forecasting knowledge
• Strong mathematical skills, including algebra
• Ability to perform basic accounting and financial reporting
• High level of accuracy and attention to detail in complex accounting and finance transactions, documentation, and protocols
• Strong analytical and problem-solving skills
• Demonstrated ability to work with minimal supervision while contributing effectively in a team-oriented environment
• Demonstrated ability to navigate and resolve conflicts in a professional and constructive manner
• Effective verbal and written communication skills
• Ability to collaborate across departments
• Ability to provide clear guidance to staff and stakeholders
• Ability to prepare complex presentations, documents, and correspondence
• Bachelor's degree in business, finance or accounting

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.

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