Benefits Verification System Coordinator (COM2)

Benefits Verification System Coordinator (COM2) This is an internal posting for current Commerce employees 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.

The Housing 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.

The BVS Coordinator works in the Homelessness Assistance Unit (HAU) within the Housing Division and reports to the Quality Assurance Manager. This position contributes to the Unit objective of supporting a high functioning homeless crisis response system in each county by providing technical assistance and access to the Benefits Verification System (BVS).

This position will work with the Consolidated Homeless Grant (CHG) Quality Assurance Team in HAU to oversee day-to-day tasks related to Commerce data share agreements with Department of Social and Health Services (DSHS). The primary area of responsibility is to ensure that homeless housing providers have timely access to the BVS and Housing and Essential Needs (HEN) household eligibility reports.BVS Compliance and Technical Assistance: Ensure compliance with contractual and program requirements related to BVS access for Commerce funded homeless housing programs. Serve as the primary Commerce resource for BVS, including authorized access, collection and storing of required documentation, grantee monitoring, and technical assistance. Coordinate closely with DSHS, county governments and lead grantees and subgrantee agencies. Tasks include: •BVS User and Agency Access: Review email correspondence and process BVS access requests to verify eligibility, business need and required documentation. Coordinate with DSHS, counties and agencies regarding new, reactivated and deactivated users and agency access. •BVS Request Processing and Tracking: Review BVS Request Worksheets, DSHS Nondisclosure Agreements and supporting documentation for accuracy. Maintain Excel tracking tools and electronic records to monitor requests, user status and agency access. •Annual BVS Agency Review, Monitoring and Compliance: Administer the annual BVS agency review and monitoring processes. Coordinate with County BVS Contacts and lead grantees, review documentation, identify compliance issues, track corrective actions and complete follow-up. •BVS User Verification and Account Maintenance: Conduct periodic user reviews and reconcile Commerce records with DSHS information using Excel and other data-management tools. Identify discrepancies and coordinate action for stale, inactive or unauthorized accounts. •County, Lead Grantee and Agency Coordination: Serve as the primary Commerce contact for BVS questions and provide guidance to counties, lead grantees and agencies regarding BVS access, documentation, roles and compliance requirements. •Technical Assistance and Training: Provide BVS technical assistance to state funded homeless housing providers and lead grantee agencies, including delivering training and guidance. Develop user guides, presentations and reference materials using Microsoft Word, Excel, PowerPoint and other agency-approved tools. •BVS Records and Documentation: Maintain accurate BVS user, agency, request, NDA and monitoring records using Microsoft Outlook, Excel, electronic document management systems and other approved tools. •Quality Assurance and Process Improvement: Work with the Quality Assurance Manager on conducting quality assurance reviews, identifying trends and recurring issues, and developing process improvements to increase BVS accuracy, consistency, efficiency and compliance.

Public Records and Audit Support: Tasks include: •Collect and organize files for public records requests. Work with HAU staff to determine appropriate records and respond to requests thorough GovQA system. •Support HAU staff in responding to audits and resolving audit findings including communicating with grantees, gathering documentation, and organizing information.

HEN Eligibility Report Access and Data Management: Tasks include: •Receive monthly report with HEN eligible households. Ensure that data is protected and securely managed in accordance with policy and/or procedures. •Upload and share homelessness data for HEN/ABD/TANF eligible households. •Monitor non-disclosure agreements quarterly to confirm grantee staff are eligible to access data.Required Qualifications: Six (6) years of combined professional experience and/or education as described below:

Experience in working with program requirements, policies and procedures while managing data in Excel, SmartSheets or other data management tools and providing technical assistance to customers on completing process and forms.

A minimum of two years of professional-level experience must include at least three of the following areas: •Experience communicating information to diverse audiences, both in writing and in live and recorded presentations. •Customer engagement and providing technical assistance, or one to one guidance to customers with different levels of knowledge and experience. •Experience working with program requirements, policies, procedures and compliance related processes. •Experience reviewing requests and supporting documentation and determining whether required information has been provided. •Experiencing maintaining accurate records and managing data in Excel, SmartSheets or other data management tools.

Education involving data management, public administration 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: •High level ability to use Excel to organize and analyze data sets and make recommendations. •Excellent organizational and documentation skills. •Experience providing technical assistance to diverse audiences. •Ability to meet deadlines with a high degree of accuracy. •Excellent written, verbal and presentation skills, including the ability to communicate complex requirements clearly to diverse audiences. •Strong emotional intelligence, adaptive, resilient, and regularly expects and receives feedback. •Independent judgment and decision-making. •Ability to take action to learn and grow •Ability to take action to meet the needs of others

Preferred/Desired Qualifications: •Knowledge of the Benefits Verification System (BVS). •Knowledge of data privacy and confidentiality, particularly when working with personally identifiable information and systems containing protected or sensitive data. •Experience with records management, including following the Washington State Public Records Act and following retention schedules. •Experience with user access, account management, records management or similar administrative processes. •Experience developing and maintaining procedures, checklists, user guides, training materials or other program resources. •Experience managing multiple requests, records and deadlines. •Experience working across teams to share customer feedback, challenges and experience and developing solutions. •Experience working with state or local government program compliance activities. •Experience working with homeless housing programs, human services or other publicly funded programs. •Committed to continuous quality improvement. To be considered for this position, the following are needed:

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

For questions about this recruitment, please contact our recruitment team via email:[email protected] 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 at [email protected].

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 [email protected]. 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.