Seaport Finance Administrator and Invoicing Specialist

Position Overview

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.

Additional Information:
Work Schedule: Monday – Friday, 8:00 a.m. to 5:00 p.m. (40 hours per week) with flexible start/end times.
Work Environment: Hybrid/in-office setting at management’s discretion.
Washington State Residency Requirement: Must establish and maintain residence in Washington State.
Overtime Eligible: This role is eligible for overtime pay.

Key Responsibilities

• Provide administrative support for departmental operations, including document management and coordination of administrative tasks.
• Lead department-wide administrative responsibilities such as timesheet administration, meeting documentation, technology coordination, and process improvement recommendations.
• Coordinate logistics for events and meetings including calendar management, meeting setup, note-taking, and follow-up tracking.
• Serve as the primary point of contact for purchasing activities using a Corporate Purchase Card (P-Card): placing orders, handling returns, reconciling invoices, and vendor coordination.
• Support contracting processes by proofreading documents, submitting requisitions, and preparing invoices in compliance with policies and procedures.
• Establish and maintain positive vendor relationships to ensure accurate invoicing, cost recovery, and timely resolution of issues, including monitoring data trends and preparing management reports.
• Collaborate with staff and management to identify and implement system, process, and technology improvements that support LEAN and Continuous Process Improvement initiatives.
• Oversee onboarding and offboarding of personnel per Port policies, serve as an authorized signer for department badging, and support internship recruitment and liaison functions with HR.

Required Qualifications

• At least one (1) year of experience processing invoices or providing accounting support in a municipal, insurance, legal, public, or government agency.
• At least one (1) year of experience performing administrative work.
• Demonstrated knowledge of generally accepted accounting principles (GAAP), federal and grant administration principles (including GASB 49 and federal/state cleanup requirements), and financial forecasting.
• Strong mathematical skills, analytical thinking, attention to detail, and effective problem-solving abilities.
• Ability to work independently while contributing effectively in a team-oriented environment.
• Effective verbal and written communication skills with the ability to collaborate across departments and prepare complex presentations and correspondence.
• Committed to Equity: Apply equity and exemplify shared values, behaviors, and practices in all aspects of work.

Preferred Qualifications

• Bachelor’s degree in business, finance, or accounting is desired.

Benefits & Perks

• Healthcare: Medical, Dental, and Vision Care with options that work for you and your family.
• Paid Vacation: Approximately four weeks per year that increases with tenure to allow for rest and rejuvenation.
• Paid Sick Leave: Earn 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.
• Pension/Retirement Plans: Pension and additional savings plans to prepare for your future.
• Getting to Work: Subsidized parking, low-cost public transit card, and alternative work arrangements including hybrid work.
• Parental Leave: Six weeks of paid leave for new additions to your family.
• Development: Tuition reimbursement, training programs, stretch assignments, and internal internships.
• Equity, Diversity, and Inclusion: A culture that values diversity and fosters an inclusive work environment.
• Work-Life Balance: Resources provided to help create healthy and balanced personal habits.
• Mission Driven: Contributing to advancing trade, commerce, and job creation in an equitable and environmentally responsible manner.