What are the responsibilities and job description for the Capital Homeownership Communications Coordinator (COM 2) position at State of Washington?
JOB
Capital Homeownership 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.The Communications Coordinator performs professional level work within the Homeownership Unit (HOU) of HD, and is responsible for specific tasks within the State Housing Trust Fund (HTF) program and other special initiative within the HOU Capital programs as required. This position reports to the Capital Programs Supervisor 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.
EXAMPLE OF DUTIES
Coordination of communication with internal and external customersTasks include: • Using program and project knowledge develop and determine content and maintaincommunication 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 publiccommunications.• Assist with annual legislative report and preparation. Assist with the implementation ofspecial 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 stakeholder or committee meetings, public funders meetings, and other externalor public meetings as needed on behalf of the Managing Director and the other unit leadswithin HOU.• 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 HOU capitalprograms for internal and external stakeholders.), presentations, reports, and information,and assist with external marketing and outreach at conferences, public meetings, workshopsand 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/travelarrangements for in-person meetings.• Assist the program managers and unit in writing, updating and improving externalcommunications and reports for stakeholders and public.• Develop and implement the processes and procedures related to Communications on behalfof HOU.• Use and train internal staff and external partners on various media and software tools (suchas email, calendar, video-conferencing, webinars, Commerce web-pages, cloud databases,Smartsheet, SharePoint, graphic design software, etc.) to create documents, reports, andother materials as needed.Program Development CommunicationsTasks include: • Implement communications as provided by the Managing Director and provided by HOUteam members.• Develop monthly newsletter with program announcements, reports and accomplishments ofthe unit.• Develop briefing materials, reports and on-pagers that support the operation of HOUprograms.• Develop, strategize and write communications, advertising rand all other activities necessaryto 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 HOU programs. Seek assistance of program manager andmanaging director as needed for challenging or unresolved issues, and track them untilresolved.• Manage and ensure HOU website information is current and accurate, so that applicants andpartners 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 andawards.• Develop and issue award and no-award letters to all applicants.Agency and Divisional Communications CoordinationTasks include: • Create and implement communications as provided by the Managing Director and providedby HOU team members• Manage and maintain the unit webpages, current with program data and information for clientneeds, with a focus on customer service and transparency.• Conduct queries, and generate reports for the unit’s data in the Contracts ManagementSystem (CMS) and the Housing Contracts Management System (HCMS) databases inresponse to communications queries from Director, Governor, or MD requests. Ensureadherence to effective and inclusive community engagement practices.• Maintain distribution lists relevant to specific projects.Other duties as requiredTasks include: • Participate in agency or division workgroups.• May back up the Unit administrative staff when administrative staff is absent or as workloadrequires.
SUPPLEMENTAL INFORMATION
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.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.
Capital Homeownership 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.The Communications Coordinator performs professional level work within the Homeownership Unit (HOU) of HD, and is responsible for specific tasks within the State Housing Trust Fund (HTF) program and other special initiative within the HOU Capital programs as required. This position reports to the Capital Programs Supervisor 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.
EXAMPLE OF DUTIES
Coordination of communication with internal and external customersTasks include: • Using program and project knowledge develop and determine content and maintaincommunication 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 publiccommunications.• Assist with annual legislative report and preparation. Assist with the implementation ofspecial 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 stakeholder or committee meetings, public funders meetings, and other externalor public meetings as needed on behalf of the Managing Director and the other unit leadswithin HOU.• 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 HOU capitalprograms for internal and external stakeholders.), presentations, reports, and information,and assist with external marketing and outreach at conferences, public meetings, workshopsand 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/travelarrangements for in-person meetings.• Assist the program managers and unit in writing, updating and improving externalcommunications and reports for stakeholders and public.• Develop and implement the processes and procedures related to Communications on behalfof HOU.• Use and train internal staff and external partners on various media and software tools (suchas email, calendar, video-conferencing, webinars, Commerce web-pages, cloud databases,Smartsheet, SharePoint, graphic design software, etc.) to create documents, reports, andother materials as needed.Program Development CommunicationsTasks include: • Implement communications as provided by the Managing Director and provided by HOUteam members.• Develop monthly newsletter with program announcements, reports and accomplishments ofthe unit.• Develop briefing materials, reports and on-pagers that support the operation of HOUprograms.• Develop, strategize and write communications, advertising rand all other activities necessaryto 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 HOU programs. Seek assistance of program manager andmanaging director as needed for challenging or unresolved issues, and track them untilresolved.• Manage and ensure HOU website information is current and accurate, so that applicants andpartners 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 andawards.• Develop and issue award and no-award letters to all applicants.Agency and Divisional Communications CoordinationTasks include: • Create and implement communications as provided by the Managing Director and providedby HOU team members• Manage and maintain the unit webpages, current with program data and information for clientneeds, with a focus on customer service and transparency.• Conduct queries, and generate reports for the unit’s data in the Contracts ManagementSystem (CMS) and the Housing Contracts Management System (HCMS) databases inresponse to communications queries from Director, Governor, or MD requests. Ensureadherence to effective and inclusive community engagement practices.• Maintain distribution lists relevant to specific projects.Other duties as requiredTasks include: • Participate in agency or division workgroups.• May back up the Unit administrative staff when administrative staff is absent or as workloadrequires.
SUPPLEMENTAL INFORMATION
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.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.
