Program Coordinator (COM 2)

Program Coordinator (COM 2)
At the Department of Commerce, we’re reimagining what’s possible in government. We’re builders, thinkers, and change-makers, working at the intersection of innovation, community, and impact. From unlocking critical funding to fueling inclusive economic growth, we’re turning big ideas into real-world solutions that uplift people and places.

Our agency’s strength lies in the diversity of our workforce and the breadth of the lived experiences and perspectives employees bring to the work. We believe equity is not just a value but a practice, which is reflected in how we design programs, engage communities, and deliver outcomes. We foster a workplace culture where curiosity is encouraged, bold thinking is welcomed, and collaboration drives our impact.

Let’s build what’s next, together.

TheHousing Division (HD)partners with local governments, Tribes, housing authorities, nonprofits and other organizations to develop and preserve affordable housing, promote individual and family self-sufficiency, and reduce adult and youth homelessness.

This position works within theOffice of Apple Health & Homes and Permanent Supportive Housing (AHAH-PSH) and serves program coordinator for the Permanent Supportive Housing Operating, Maintenance, and Supportive Services (PSH OMS) program in addition to the Housing Trust Fund Operating and Maintenance (HTF O&M) program.

This position works closely with PSH OMS & HTF O&M program managers to coordinate administration of the operating, maintenance, and supportive services program and supports PSH providers across the state by offering technical assistance, monitoring performance, and programmatic input.

This position contributes to program activities from policy formation, application solicitation and, evaluation to award recommendation, and negotiating and monitoring complex contracts with community nonprofit organizations, housing authorities and other entities. The position coordinates receipt of applications and, assists in development and monitoring of complex contracts with community organizations, housing authorities, Tribes and other entities.

This position exercises independent judgment and discretion regarding the interpretation and implementation of policies and regulations. This position coordinates with other units and agency staff for the effective and timely completion of assigned tasks and ensures that customer service is a priority.Coordination of Permanent Supportive Housing (PSH) grant program
Tasks include:
• In collaboration with unit program managers, review applications and finalize list of award recommendations for Managing Director (MD) and Assistant Director (AD) approval.
• Provides technical assistance to contractors throughout the contracting phase, including providing necessary financial tools; excel workbooks, and guidelines for their staff.
• Provide technical assistance to grantee staff with A-19 form submittals and set up with new users in CMS, ensuring compliance with program and agency requirements.
• Review and verify all organizations are eligible to receive assistance in alignment with Commerce RCW 43.185.060. Provide recommendations to program managers and unit supervisor regarding potential impacts to eligibility.
• Confirm and verify organization’s SWV numbers and determine organization’s active Secretary of State registration status to ensure organization meets program requirements.
• Review and approve contractor documentation to ensure compliance with program insurance requirements.
• Coordinate with program managers to set up applicable data systems, including CMS and tracking tools related to contracts, budgets, and compliance reviews.
• Review, revise, establish and provide technical recommendations to supervisor on program processes, policies and procedures. Documents, tracks and communicates programs processes and timelines to unit staff and management to ensure timelines and deliverables are met.

Contract Management and Contract Management System
Tasks include:
• In collaboration with unit supervisor, develop and maintain contract templates in compliance with current legislation, policies, and agency practices.
• Coordinate PSH OMS annual review, project funding renewal, and contracting:o Develop and deliver annual instructional renewal webinar to all grantees.o Serve as the primary contact for all grantees during application and renewal submission period.o Distributes documents through email, DocuSign etc. and maintain detailed tracking system for contract status.• Update internal budget documents as necessary, prepare budget modification forms as needed, and communicate all changes to relevant staff.
• Enter and audit contracts and applicable documents in numerous data systems to ensure data quality is accurate and consistent with programmatic requirements. Collect, analyze and generate data reports and notify supervisor of high impact errors.
• Utilizes CMS merge function and other internal tools to create and review grant contracts for accuracy and route contracts through Docusign for contract execution.
• Obtain all required signatures and ensure contracts are complete and fully executed prior to set up in Contract Management System (CMS).

Risk Assessment and Grantee Monitoring
Tasks include:
• In collaboration with unit program managers, document and develop risk assessment and monitoring tools.
• Coordinate and assist program managers with evaluation of program contracts.
• Provide technical assistance and training to grantee staff to ensure program compliance.

Other duties as assigned
Tasks include:
• Participate in agency or division workgroups.
• Other tasks/duties as assigned.

Required Position Qualifications:

Six (6) years of combined experience and/or education as described below:

Experiencein affordable housing, community, trade, or economic development in two or more of the following areas:

• Advanced knowledge of affordable housing and social service programs

• Proven experience implementing permanent supportive housing practices and managing associated funding sources

• Application of state and federal housing program laws and regulations

• Program/Contract risk monitoring and compliance

• Contract Management • Administering community/social service programs or projects

• Interpreting, writing, and applying detailed policies and procedures

• Proficiency in verbal and written communication skills to clearly and succinctly document and describe processes, procedures, performance measures, and results

• A minimum of one year of experience collecting, organizing, analyzing, and visualizing data using Excel, Smartsheets, Access, or similar data systems.

Educationinvolves social or behavioral sciences, social services, public health, public administration/policy or related field. Qualifying education post High School or equivalent may be substituted year for year for experience.

Examples of how to qualify:

• 6 years of experience

• 5 years of experience and one year of education

• 4 years of experience and two years of education

• 3 years of experience and three years of education

• 2 years of experience and four years of education

• 1 year of experience and five years of education

Required Position Competencies:

• Excellent communication skills include writing and presenting information to diverse audiences.

• Established ability to manage multiple, competing priorities and meet deadlines with high degree of accuracy.

• Intermediate skill level in the Microsoft Office suite products including Teams, Excel, Word, and Outlook.

• Ability to work well with diverse groups and personalities.

• Ability to work well under stress and meet tight deadlines.

Preferred/Desired Qualifications:

• Demonstrated knowledge of affordable housing agencies, institutions, and processes involved in affordable housing and social service delivery.

• Demonstrated ability to identify and implement changes necessary to streamline and standardize processes.

• Demonstrated ability to improve administrative efficiency and effectiveness.

• Demonstrated experience with computers and computer and web applications, such as Microsoft Word, Excel, Outlook and Edge or Google.

• Ability to research, evaluate and draw conclusions from data; support recommendations with facts and analysis; interpret and apply rules, laws, policies and procedures.

• Intermediate level experience using data management, data visualization, and process improvement tools/methodologies.

• Good understanding of statistics, performance, and outcome measurements.

• Ability to track, organize and maintain individual workload timely and efficiently.

To be considered for this position, the following are needed:

• A complete and detailed online application.
• A cover letter (enter online).
• At least threeprofessional references(enter online).

For questions about this recruitment, please contact our recruitment team via email: comrecruitment@commerce.wa.gov - please reference the job number in your message.

Work from Anywhere in Washington State
This position may be located anywhere within Washington State though occasional travel to a Commerce office building or in-state travel to attend events or meetings may be required. If selected, you will need to travel to pick up equipment and receive instruction. Many Commerce employees work remotely or have a hybrid schedule.

This recruitment may be used to fill future vacancies over the next 60 days.

Technical support is provided by NEOGOV, 855-524-5627 (can't log in, password or email issues, error messages). DES job seeker support may answer general questions regarding the recruiting system atcareershelp@des.wa.gov.

Our Commitment to Equal Opportunity
The Washington State Department of Commerce is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application, testing, or interview process or this job announcement in an alternative format may email Human Resources at Human.Resources@commerce.wa.gov. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.

Department of Commerce also offers a competitive benefits package including: medical and dental insurance benefits, retirement and deferred compensation plans, 11 paid holidays each year, 14-25 vacation days per year (depending on length of employment), 8 hours of sick leave per month (if full time employed), bereavement leave, an employee assistance program, as well as other benefits. Please see the Benefits Tab for more details.