Benefits Verification System Coordinator (COM2)

State of Washington•Multiple Locations Statewide, WA

2d•Remote

About The Position

The Benefits Verification System (BVS) Coordinator works in the Homelessness Assistance Unit within the Housing Division and reports to the Quality Assurance Manager. The position supports a high-functioning homeless crisis response system by providing technical assistance and access to the BVS. It oversees day-to-day tasks related to Commerce data-sharing agreements with the Department of Social and Health Services (DSHS), with a primary focus on ensuring homeless housing providers have timely access to BVS and Housing and Essential Needs (HEN) household eligibility reports. The Coordinator oversees BVS access, records, monitoring, compliance, and training; coordinates with DSHS, counties, lead grantees, and agencies; and supports quality assurance, process improvement, public-records responses, and audit work. The position also receives monthly HEN eligibility reports and ensures data is securely managed and shared in accordance with applicable policies and procedures. This position may be located anywhere in Washington State. Occasional travel to a Commerce office or in-state travel for events or meetings may be required. If selected, the employee must travel to pick up equipment and receive instruction. Many Commerce employees work remotely or have a hybrid schedule.

Requirements

Six years of combined professional experience and/or education, including experience working with program requirements, policies, and procedures; managing data in Excel, SmartSheets, or other data-management tools; and providing customers technical assistance with processes and forms.
At least two years of professional-level experience must include at least three of the following: communicating information to diverse audiences in writing and live or recorded presentations; customer engagement and one-to-one technical assistance; working with program requirements, policies, procedures, and compliance processes; reviewing requests and supporting documentation for required information; or maintaining accurate records and managing data in Excel, SmartSheets, or other data-management tools.
Education in data management, public administration, or a related field may qualify; qualifying post-high-school education may substitute for experience year for year.
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 clearly communicate complex requirements to diverse audiences.
Strong emotional intelligence; adaptability and resilience; and willingness to regularly expect and receive feedback.
Independent judgment and decision-making.
Ability to take action to learn and grow.
Ability to take action to meet the needs of others.

Nice To Haves

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 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 develop solutions.
Experience with state or local government program compliance activities.
Experience with homeless housing programs, human services, or other publicly funded programs.
Commitment to continuous quality improvement.

Responsibilities

Ensure compliance with contractual and program requirements related to BVS access for Commerce-funded homeless housing programs.
Serve as Commerce’s primary BVS resource, overseeing authorized access, required documentation, grantee monitoring, and technical assistance.
Review and process BVS access requests, verify eligibility and business need, and coordinate new, reactivated, and deactivated user and agency access with DSHS, counties, and agencies.
Review BVS Request Worksheets, DSHS Nondisclosure Agreements, and supporting documents for accuracy.
Maintain Excel tracking tools and electronic records to monitor requests, user status, and agency access.
Administer annual BVS agency reviews and monitoring, review documentation, identify compliance issues, track corrective actions, and follow up with County BVS Contacts and lead grantees.
Conduct periodic user reviews, reconcile Commerce records with DSHS information, identify discrepancies, and coordinate action on stale, inactive, or unauthorized accounts.
Serve as the primary Commerce contact for BVS questions and advise counties, lead grantees, and agencies about access, documentation, roles, and compliance requirements.
Provide BVS technical assistance and training to state-funded homeless housing providers and lead grantee agencies.
Develop user guides, presentations, and reference materials using Microsoft Word, Excel, PowerPoint, and other agency-approved tools.
Maintain accurate BVS user, agency, request, NDA, and monitoring records using Microsoft Outlook, Excel, electronic document management systems, and other approved tools.
Conduct quality assurance reviews with the Quality Assurance Manager, identify trends and recurring issues, and develop process improvements to increase accuracy, consistency, efficiency, and compliance.
Collect and organize files for public records requests, coordinate with HAU staff to determine responsive records, and respond through the GovQA system.
Support HAU staff with audits and audit findings by communicating with grantees, gathering documentation, and organizing information.
Receive monthly reports of HEN-eligible households and ensure data is protected and securely managed according to policy and procedures.
Upload and share homelessness data for HEN, ABD, and TANF eligible households.
Review nondisclosure agreements quarterly to confirm grantee staff are eligible to access data.