Finance Administrative Coordinator
Classification: Full-time; Non-Exempt; Represented by Protec17
Location: Seattle, WA; In person & eligible for telework
ORGANIZATIONAL OVERVIEW
The King County Regional Homelessness Authority (KCRHA) is an administrative agency responsible for overseeing homelessness-related programs and funding in the Seattle-King County region. Established in 2019 through an interlocal agreement between the City of Seattle and King County, KCRHA aims to unify and coordinate the homelessness response system across our diverse region. Working with a wide range of stakeholders, KCRHA focuses on continuous improvement across the system, centering people with lived experience, meeting the needs of people experiencing homelessness, and making the most effective use of public funds. Our mission is to significantly decrease homelessness throughout King County, using equity and social justice principles.
TEAM OVERVIEW
The Finance Division is responsible for developing strategies related to homelessness that are funded by grants. This includes overseeing organizational and grants compliance for KCRHA, which involves managing budgets, accounting, contracts, compliance, and risk management. The Finance Division works closely with all divisions within KCRHA, including the Office of the CEO, to ensure alignment with the organization's overall strategy and goals. This division plays a crucial role in supporting KCRHA's mission to deliver high-quality, customer-centered services to members of the Seattle/King County community.
ROLE DESCRIPTION
The Administrative Coordinator is a vital member of the Finance Division, supporting the budget, accounting, contracts, compliance, and risk management departments. This role involves project management and various high-level administrative tasks related to coordinating initiatives within the Finance Division. The position reports directly to the Chief Financial Officer (CFO) and has additional indirect reporting responsibilities to the Deputy CFO, the Director of Contracts, Compliance & Risk Management, the Contracts Manager, and the Compliance Manager. The Coordinator manages cross-team calendars and ensures adherence to established business processes. This position does not have any direct reports.
ACCOUNTABILITY
Administrative Support
- Assist the Finance Division with administrative support by preparing presentations, organizing charts, spreadsheets, mass mailings, and other specific projects for meetings or initiatives, as requested.
- Assist the team by scheduling multi-party and cross-departmental conference calls and meetings, including researching and confirming meeting venues, supporting the development of meeting agendas and meeting materials.
- Manage Finance Division group mailboxes following established group mailbox standard operating procedures, as assigned.
- Process incoming mail, identifying priority and/or time-sensitive matters and forwarding to the appropriate Finance department contact by attaching related correspondence or information before forwarding
- Support the maintenance of the department filing system and ensure proper storage and organization of electronic documents on network drives, as requested.
- Evaluate and propose modifications to current processes to improve and maximize efficiencies in collaborative work between the Finance Division and other KCRHA Divisions and Departments.
- Maintain a high level of understanding of organizational platforms in knowledge management and other operational tools.
- Perform other duties assigned by the division's CFO, Deputy CFO, Director, and Managers to coordinate other duties needed.
Project Management
- Provide project management oversight for specialized initiatives, as assigned.
- Support the development of comprehensive documents, detailed reports, and project presentations.
- Engage actively in project meetings and contribute to the effective management of project work plans and calendars to ensure smooth progress and organization.
- Maintain a comprehensive record of project notes and meeting minutes to ensure clarity and facilitate effective communication.
- Oversee implementation of project-related adjustments as a part of continuous improvement efforts.
MINIMUM REQUIREMENTS
- 4-7+ years of related work experience in the government, non-profit or related field.
- Ability to identify and maintain security and confidentiality of communications and materials as appropriate.
- Demonstrated understanding of operational and administrative needs for public organizations.
- A track record of success in cross-team and/or multi-stakeholder collaboration.
- Excellent communication, writing, and presentation skills, working and communicating with all organizational levels and project stakeholders.
- Exceptional planning, organizing, and prioritizing skills to manage a diverse workload, multiple demands, and deadline-sensitive projects.
- Proficiency in using technology and data, including but not limited to Microsoft Office Suite.
ADDITIONAL REQUIREMENTS
The physical demands described below are representative of what an employee must meet to perform the essential functions of this job. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential functions.
- Ability to travel up to 10%, in-state and out-of-state.
- Ability to work onsite as required.
- Ability to read complex information and use a computer for prolonged periods.
- Ability to communicate using a cell phone and/or other communications technology.
- Ability to work in and across several communication platforms, including social networks and cloud-based systems.
BENEFITS
KCRHA offers a comprehensive benefits package, including.
- Health: Medical, dental, and vision coverage.
- Insurance: Life insurance 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.
- Employee Assistance Program (EAP): Confidential support for personal and work-related challenges.
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, pregnancy, gender identity, or any other characteristic protected by federal, state or local law. In addition, KCRHA will provide reasonable accommodation for qualified individuals with disabilities.