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Commerce Specialist 3 - Housing Finance Unit (04345)

Company: State of Washington
Location: Olympia
Posted on: June 10, 2021

Job Description:

Apply early! This recruitment will remain open until the position is filled. The first review of applications will begin the week of May 26, 2021. The hiring authority reserves the right to make a hiring decision and/or to close the recruitment at any time after the initial 7 days of posting.

At the Department of Commerce (Commerce), we are creative, collaborative, and trusted. We identify opportunities to deliver critical funding and services to strengthen communities, we cultivate an environment in which we continuously learn, and we own our work.

SPECIAL NOTE: Currently, Commerce is closed to the public as a result of the pandemic. While the building is closed, most Commerce staff except for mission essential employees. For any staff working at Town Square, Commerce requires strict adherence to social distancing protocols and anyone entering the Town Square is required to wear a mask. It is anticipated that interviews for this position will be held using virtual videoconferencing.

The Community Services and Housing Division (CSHD) partners with local governments and nonprofits to develop and preserve affordable housing, promote individual and family self-sufficiency, reduce homelessness, address the causes and effects of crime and violence, and invest in community facilities.

This position works within the Housing Finance Unit (HFU) of CSHD, 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 collaborates with program contractors and other HFU staff to draft agency contracts, for capital program loans and grants, including amortization schedules, and all related legal and real estate documents.

This position is also responsible for acting as a lead for the escrow/title desk and working with the escrow position to coordinate closing documents required for transactions, insurance and database maintenance, reporting, and interfacing with program staff and clients.

Capital Contract Documents

Prepare, review, and coordinate the execution of capital contracts utilizing pre-created templates for loans and grants or amendments for the state Housing Trust Fund and federal HOME and National Housing Trust Fund programs, including all related legal and security documents such as, Promissory Notes, Assignment & Assumption Agreements, Deeds of Trust, Covenant Agreements, and Priority/Subordination Agreements. Determine the correct forms, templates, documents, and language needed based on documented instructions, state and federal laws, regulations, and program policies. Prepare loan and grant terms and amortization schedules including interest and payment deferrals and security documents for new contracts and/or amendments, ensuring that program and legal requirements are met. Collaborate with HFU project managers and asset managers to coordinate and participate in negotiations with contractors, attorneys, title/escrow company officers, and developers to complete and administer HFU's legal and security documents, including but not limited to: promissory notes, assignment and assumption agreements, deeds of trust, covenant agreements, and priority & subordination agreements.

Database Maintenance

Input and verify data, conduct queries, and generate reports in the HFU database systems (internal and external). Enter contract, contact, organization name, and other data in the Contracts Management System (CMS) and the Housing Contracts Management System (HCMS) databases. Create tracking sheets in Excel. Track receipt of insurance certificates from contractors and verify information on certificate against the contract requirements. Ensure insurance documents are properly imaged and indexed. Notify Project/Asset Manager, contractor of discrepancies and delinquencies. Assign contract numbers to new contracts and maintain log. Receive and process project name changes notifications from contractors and verify completeness. Resolve discrepancies with contractors, as needed. Prepare correspondence to notify HFU of change, update databases, add correspondence to imaging, complete log, and maintain file. Oversee and provide quality management of document tracking, retention, and imaging system requirements. Provide guidance to HFU staff on the use of data and imaging systems. Act as back up to CMS Super user for the unit.

Analysis and Preparation of Contracts and Legal Document Templates, and Improvement of Contracting Process

Make recommendations to higher-level staff and management regarding the development of contracting and legal templates, as well as related policies under the HTF and the federal HOME and National Housing Trust Fund programs. Develop and maintain processes and procedures for newly created or established templates for contract and legal documentation (as listed above), as well as related work methods and information systems, while ensuring program policies and legal requirements are met. In collaboration with higher level staff, perform analysis and interpretation of current legislation, budget provisos, state and federal regulations, legal issues, contract terminology and industry practices, and assist with drafting policies related to program contracts and other legal documents related to real estate and housing finance transactions pertinent to HFU programs and projects. Maintain reporting and tracking tools related to necessary legal review with the Commerce Contracts Manager.

Administrative Lead of Escrow and Title Services

Oversee escrow desk and title services for the unit. Preform backup duties to escrow desk as needed to include preparing escrow instructions in collaboration with the Project/Asset Managers, Escrow and Title Companies. Assure all documents are recorded and returned to Commerce, in accordance with the contract or contract amendment, as applicable. In addition to other duties as assigned.

Required Qualifications:

Bachelor Degree AND three years of professional experience in community, trade or economic development (preferably in affordable housing, housing finance, real estate, contracting, or in a related field); OR, if the applicant does not have a Bachelor Degree, seven years' total experience as described.

Proficient in the use of all Microsoft Office Software (Word, Excel, PowerPoint and Outlook)

Preferred/Desired Qualifications:

Supervisory experience (position may need to supervise staff). Experience or knowledge with development and/or financing of multifamily housing. Experience or knowledge of affordable housing, such as the Housing Trust Fund, the Low Income Housing Tax Credit, the federal HOME or National Housing Trust Fund programs. Paralegal experience or certifications. Intermediate experience creating spreadsheets in excel for tracking. Notary experience or license. Ability to work well with diverse groups and personalities. Ability to work well under stress and meet tight deadlines. Ability to openly and honestly communicate; actively engage co-workers and contractors; develop interpersonal skills. Demonstrated ability to apply negotiation and conflict resolution skills. Ability to identify and advocate for change necessary to streamline systems, enhance customer service, and improve efficiency and effectiveness.

I want to work for Commerce! How do I apply?

In addition to completing the online application, applicants must attach the following documents to their profile in order to be considered for this position:

A letter of interest describing how you meet the specific qualifications for this position; A current resume detailing experience and education; and A list of at least three professional references.

The initial screening will be solely based on the contents and completeness of your application and the materials submitted. All information may be verified and documentation may be required.

For questions about this recruitment, please contact Jose Dominguez at 360-878-2969 or jose.dominguez@commerce.wa.gov.

Who we are:

At Commerce, we're a little different. But for you, it might just be the perfect fit. We're a state agency but operate like a business with the understanding we need to know our customer's needs to fulfill them. Our Olympia offices are open Monday through Friday (flexible schedules are available). Our parking is free and many of our employees bike year round.

Washington State offers commuting programs, including free, subsidized and reduced public transportation incentives. There are approximately 300 employees in our agency. We are committed to our work and value balance in our personal lives. We hire people for a position and encourage them to train for growth opportunities.

What we do:

We are the lead state agency charged with strengthening communities. We administer a diverse portfolio of programs and services, and we support several state boards and commissions.

Our key customers include businesses, local governments and community-based organizations. We also play the crucial role of convening numerous local, state, regional and federal partners and stakeholders, public and private. Together we work to support the Governor's priorities and achieve shared goals and objectives for the citizens of Washington.

Where we work:

Commerce's main office is located in Olympia; however we also have locations in downtown Seattle and Spokane. While the majority of our employees work from one of these three locations, this position provides a great opportunity to work from anywhere within the state.

Work From Anywhere

This position may be located anywhere within Washington state though occasional travel to the Olympia office 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 while observing social distancing. Due to the COVID-19 pandemic, telework (mobile-work) is expected. When approved to return, the incumbent will work with their supervisor to identify an appropriate work schedule and balance, including telework and reporting to the Olympia, Washington duty station for work activities, if needed.


As the state's capitol, Olympia is located off Interstate 5 at the south end of the Puget Sound roughly half-way between Seattle and Portland, and less than a two hour drive to the coast, temperate rainforest, mountains, urban city, or farmlands. With year-round art festivals, parades, theater shows, concerts, and community events, Olympia and its surrounding cities have something for everyone. For parents, it boasts some of the best schools in the nation and the renowned HandsOn Children's Museum. Home to two universities (The Evergreen State College and Saint Martin's University), Olympia residents also have the opportunity to pursue a degree while working!


Spokane is located in the heart of the Inland Northwest and is the second most populous city in Washington. The Spokane River runs through the city and beautiful Riverfront Park in downtown Spokane. An array of enjoyable outdoor activities are right out our back door; including ski resorts, white-water rafting, camping areas, hiking trails, lakes, and the Centennial trail. Amazed by the arts? Show some love to your artistic side with a trip to the Spokane Region. Broadway performances, intriguing art galleries, world-class museums and powerful stage performances are waiting to be discovered.


Being surrounded by greenery year round has earned the Seattle the nickname of the Emerald City. Seattle is an exciting urban city surrounded by unmatched natural beauty with a wide variety of outdoor attractions within the city such as Discovery Park and Olympic Sculpture Park. Feel like getting away from the city? Seattle is centrally located surrounded by the Puget Sound and miles of hiking trails within driving distance. Seattle is home to a variety of attractions to include the Seattle Art Museum, Pike Place Market, and historic Pioneer Square. Art and Culture more your style? Seattle is home to more than 100 theater companies, the Seattle Symphony, as well as museums and galleries. Sports enthusiast? Seattle is home to professional football, soccer and baseball teams as well as a variety of collegiate sports to choose from.

Additional Information:

The Washington State Department of Commerce complies with the employment eligibility verification requirements of the federal Form I-9. The selected candidate must be able to provide proof of identity and eligibility to work in the United States consistent with the requirements of that form on the first day of employment.

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 call Human Resources at (360) 725-2650. 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.

Keywords: State of Washington, Olympia , Commerce Specialist 3 - Housing Finance Unit (04345), Other , Olympia, Washington

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