CERB Program Assistant (COM 1)

State of Washington•Thurston County – Olympia, WA

13d•Hybrid

About The Position

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 Local Government Division (LGD) partners with local governments, nonprofits, and others to strengthen the ability of all forms of local government and community-based organizations to fund and develop critical services to their citizens. The division provides leadership in local government finance and statewide infrastructure initiatives that help create and retain jobs. We also provide grants, loans, and planning and technical assistance to local governments for community development needs, infrastructure improvements, and economic development opportunities. The Community Economic Revitalization Board (CERB) is a policy board with rule-making authority, authority under RCW 43.160. CERB provides assistance statewide to local governments for public infrastructure to support job creation, private investment, broadband connectivity, and increase in tax revenues. The position functions as the program assistant to the Community Economic Revitalization Board (CERB) and provides program research and technical support to the CERB Executive Director & Tribal Liaison, CERB Contract Manager, CERB members, clients, and others as needed. This position works with local governments, economic development organizations, elected officials, private entities, citizenry, technical experts, federal and state governmental program staff on matters dealing with economic development-related infrastructure investments.

Requirements

Five (5) years of combined experience and/or education as described below : Examples of how to qualify: 5 years of experience 4 years of experience and one year of education 3 years of experience and two years of education 2 years of experience and three years of education 1 years of experience and four years of education
Lived Experience: Up to two (2) years of lived experience can potentially substitute for professional experience. Relevant expertise derived from the accumulated personal life and professional experiences of an individual. Experience can be gained through life events, volunteer role/capacity, any experience gained outside of professional paid and unpaid experiences, academic or a combination of experiences. Lived experience navigating systemic barriers (e.g., economic instability, housing insecurity, underemployment) will substitute for two (2) years of professional experience.
Problem solving skills
Intermediate skill level in the Microsoft Office suite products including Access, OneDrive, Teams, SharePoint, Excel, Word, and Outlook.
Interpersonal skills with demonstrated ability to understand and appropriately respond to community, partner and stakeholder interests and needs
Demonstrated ability to exercise sound judgment and discernment, and the ability to understand the “big picture”
Strong anticipatory skills to see opportunities and needs
Ability to work independently

Nice To Haves

Knowledge of local governments and economic development organizations
Knowledge of other state and federal infrastructure funding programs
Experience working with state, federal or local policy boards.
Experience with databases, for example, Access, Contract Management System (CMS), Mercury, and Travel and Expense Management System (TEMS), Airtable.

Responsibilities

Assist in the coordination and development of special projects, such as identify all CERB contracts by Legislative District and location of the project for the state.
Assist with research and analysis on program developments and prepare project-specific reports for the program.
Provide staff assistance to the CERB program to include, but is not limited to: Participate in Board Committees, as needed.
Assist in work plan development and implementation.
Assist in the collection, research and synthesizing contract and program data submitted by jurisdictions applying for funding or under contract with the CERB to ensure accuracy as requested.
Assist CERB Executive Director & Contract Manager with the maintaining accuracy of documentation of the CERB files and the confidentiality of CERB’s working documents under RCW 42.56.270(4).
Assist CERB Executive Director & Contract Manager in conducting research associated with project development.
Maintain contracting documents and templates for the CERB Executive Director & Contract Manager.
Create, compile and send CERB award and contract documents to CERB Contract Manager to ensure timely finalization of contract materials.
Coordinate contract document routing and signatures with CERB Contract Manager, CERB Client, and the Board Chair.
Provide contracting database support and maintain community files to ensure data integrity for CERB database.
Assist in maintaining best practice in file management for contracting and archiving contracts to ensure program records meet record retention requirements.
Assist in responding to public records requests.
Maintain communications between the CERB, its partners, staff, and authorizing organizations ensuring purpose and logistics of board sponsored activities such as retreats, regional trainings, tours, workshops and other special event logistics are coordinated with clear communication of timing, locations, and any other details including accommodation and food needs.
Monitor and direct emails to board members and association partners.
Coordinate and administer details related to the Commerce documentation on CERB member appointments.
Maintain and update New Member Orientation Handbook to ensuring information is up to date and that new members are properly onboarded and understand expectations. This includes scheduling orientation meetings with newly appointed members, train members on travel reimbursement procedures, ensure the completion of the Open Public Meeting Act online training and prepare new member memo(s) for CERB meeting agenda packet.
Assist with the development of documents including but not limited to letters, acknowledgments, notifications, press releases, board minutes, confidential and sensitive materials, legislatively mandated reports, and other requests for information requiring accuracy and timeliness.
Reimburse board member expenses monthly ensuring payments are processed timely and accurately.
In coordination with other CERB Executive Director, schedules legislative meetings and ensures the CERB Executive Director are aware of upcoming meetings and/or scheduling changes.
Gather Quarterly Public Disclosure Commission reports from Board members and submit reports to the Public Disclosure Commission to maintain compliance.
Schedule and Coordinate CERB Business Meetings, including: notify code reviser, post meeting agenda packet on website, book conference rooms, setup Zoom/Teams or other communications tools, ensure security protocols are followed during meetings and query Board members for quorum.
Assist CERB Executive Director with updating CERB applications, program handbook and materials ensuring information is accurate as program priorities evolve.
Assist development and implementation of workshop/regional trainings and other technical assistance events, including registrations, presentations and handouts.
Assist with CERB program communication, marketing and website maintenance.
Provide general technical assistance by responding to initial inquiries and questions, providing assistance on where to find specific information and documents for any potential applicants and stakeholders.
Assist with implementing stakeholder input and applicant feedback activities.
Participate in the Community Builders Collective (CBC), CERB’s community of practice, to include but not limited to attend monthly zoom calls, share infrastructure program information to the distribution list.
Coordinate outreach needs with CERB Contract Manager.
Assist the CERB Executive Director in researching nominated candidates for CERB membership and prepare nomination packages.
Assist the CERB Executive Director in the data collection for the CERB biennial report to meet the statutory requirements of RCW 43.160.900.
Assist the CERB Executive Director with fiscal note tracking related to CERB, as needed.