Coordinator, AR & Invoicing

Coordinator, AR & Invoicing

Title: Coordinator, AR & Invoicing

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

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.

Support 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,