Communications Coordinator (Com 2)

Effective July 1, 2024 there will be a 3% General Wage Increase.

Communications Coordinator (COM 2)

At the Department of Commerce we strive to be creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities and aim to promote equity in all aspects of our work. We believe that a diverse and inclusive workforce is essential to our success, and we work to foster an environment where all individuals are valued and respected. We cultivate an environment in which we continuously learn, and we own our work.

We invite all candidates to join us in our mission to create a diverse and equitable workplace that reflects the richness of the communities we serve. Together, we can build a brighter and more inclusive future.

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

This position performs professional level work within the Multifamily Housing Unit (MHU) of HD, and is responsible for specific tasks within the State Housing Trust Fund (HTF) and the federal HOME and National Housing Trust Fund (NHTF) programs. This position reports to the Managing Director and acts as the liaison for all program coordination and assistance to both internal and external parties, including unit teams, Commerce management, and multiple clients and partners, stakeholders, the public, legislative staff, and advisory board members.

Multifamily Housing Unit programs' coordination of communication with internal and external customers

Tasks include:

• Using program and project knowledge develop and determine content and maintain

communication and coordination for internal unit teams' engagement with partners,

stakeholders, external and internal customers, and other divisions in Commerce.

• Develop unit announcements, funding advertising, and other media or public

communications.

• Assist with annual Legislative Report and preparation. Assist with the implementation of

special projects or provisos, as required by the Legislature and/or Commerce Management.

• Develop meeting schedule and agendas, provide program detail in presentations, organize, and support Community Advisory Team (CAT) meetings (or equivalent), stakeholder or committee meetings, public funders meetings, and other external or public meetings as needed on behalf of the Managing Director and the other unit leads within MHU.

• Develop meeting content, identify meeting presenters, and create building presentations.

• Write and develop, providing substantive content for program communication materials

(announcement of awards and other public announcements pertaining to a MHU program for internal and external stakeholders.), presentations, reports, and information, and assist with external marketing and outreach at conferences, public meetings, workshops and other

venues as needed.

• Convene and provide logistics for public meetings and support MD in meeting facilitation.

• Set up meeting and panels and manage technology for virtual meetings and facility/travel

arrangements for in-person meetings.

• Assist the program managers and unit in writing, updating and improving external

communications and reports for stakeholders and public.

• Develop and implement the processes and procedures related to Communications on behalf of MHU.

• Use and train internal staff and external partners on various media and software tools (such

as email, calendar, video-conferencing, webinars, Commerce web-pages, cloud databases,

Smartsheet, SharePoint, graphic design software, etc.) to create documents, reports, and

other materials as needed.

Program Development Communications

Tasks include:

• Implement communications as provided by the Managing Director and provided by MHU

team members.

• Develop monthly newsletter with program announcements, reports and accomplishments of the unit.

• Develop briefing materials, reports and on-pagers that support the operation of MHU

programs.

• Develop, strategize and write communications, advertising rand all other activities necessary to conduct funding rounds and present funding decisions publicly.

• Prepare data analysis and evaluation of program database and existing program guidelines.

• Respond to questions related to MHU programs. Seek assistance of program manager and

managing director as needed for challenging or unresolved issues, and track them until

resolved.

• Manage and ensure MHU website information is current and accurate, so that applicants and partners have the relevant and necessary information to apply for funds.

• Manage meeting records, notes and associated electronic file systems

• Maintain documents and files, and with data collection and maintenance for applications and awards.

• Develop and issue award and no-award letters to all applicants.

Agency and Divisional Communications Coordination

Tasks include:

• Create and implement communications as provided by the Managing Director and provided by MHU team members

• Manage and maintain the unit webpages, current with program data and information for client needs, with a focus on customer service and transparency.

• Conduct queries, and generate reports for the unit's data in the Contracts Management

System (CMS) and the Housing Contracts Management System (HCMS) databases in

response to communications queries from Director, Governor, or MD requests. Ensure

adherence to effective and inclusive community engagement practices.

• Maintain distribution lists relevant to specific projects.Required Qualifications:

• Four years of formal education AND two years of professional experience in community, trade or economic development with a focus in affordable housing, housing finance, real estate, contracting, or in a related field;

OR,

if the applicant does not have four years of formal education, six years total of a combination of higher education and professional experience as described.

• Ability to manage multiple projects simultaneously, under pressure, and to participate in stakeholder processes and policy discussions.

• Excellent communication skills, both verbally and in writing, creating/delivering reports and presentations, and seeking and sharing information with others.

Preferred/Desired Qualifications:

• Understanding of, or experience with, affordable housing programs and policies.

• Experience working in or with nonprofit organizations or social services agencies (i.e., administration, planning, leadership, human relations, fiscal and data management).

• Proficient with Microsoft Office Suite.

• Experience with database systems.

• Demonstrate high level interpersonal communication skills.

• Customer service experience working in a variety of settings.

• Ability to keep work of a sensitive nature confidential.

To be considered for this position the following are needed:

• A complete and detailed online application.

• A cover letter (enter online).

• At least three (3) professional 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 remote or have a hybrid schedule.

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

This position is covered by a collective bargaining agreement.

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 at careershelp@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.