Homeless Management Information System (HMIS) Data Coordinator (COM 2)

Full Job Description

Homeless Management Information System (HMIS) Data Coordinator (COM 2)
**This is an internal recruitment 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 Data & Performance Unit (DPU) within the Housing Division (HD) is responsible for large scale system-wide initiatives related to homelessness and housing data systems, analysis, research, evaluation, and technical assistance. DPU teams work to support communities by:
• Strengthening data collection methods
• Safeguarding the privacy and security of protected data
• Improving data quality and data literacy
• Producing actionable and accessible analysis
• Evaluating performance and disparities
• Providing technical assistance to strengthen responses to homelessness and housing crisis

As an HMIS Data Coordinator, you’ll play a critical role in keeping the Homeless Management Information System running smoothly.

You will ensure service providers can capture accurate data, agencies stay compliant, and decision-makers have the insights they need to secure funding and improve programs.

In this dynamic role, you’ll blend data management, technical support, and program analysis. You’ll collaborate with providers, community partners, and software vendors, turning complex requirements into practical solutions that strengthen services statewide.

If you’re passionate about data integrity, problem-solving, and making a measurable difference, this is your opportunity to support systems that directly impact communities and lives.

Requirements

Database Management
Tasks include:
• Manages, prepares and maintains agency and project setup activities for the Balance of State in the Homeless Management Information System (HMIS) to ensure that HMIS is operable, and homeless service providers are able to enter data into HMIS.
• Creates and updates screens and templates, amends existing projects and completes new project setup to ensure that activities are tracked within HMIS in compliance with state and federal requirements.
• Monitors and ensures HMIS projects comply with federal and state technical specifications and HUD’s data standards.
• Communicates effectively with HMIS users and HD grantees regarding project changes and technical specifications.
• Develops procedures and processes for accurate project setup and reporting to HUD. Makes recommendations to HD leadership and DPU staff regarding HMIS requirements, process and procedures.
• Understands and interprets various complex state and federal guidelines and data specifications, including new HUD documents as they are released and updated.
• Develops and maintains internal unit and external processes for implementation of data collection, analysis and reporting ensuring compliance with federal and state technical specifications and HUD’s data standards.
• Provides technical assistance to HMIS users and to internal staff by monitoring data collection and entry to ensure compliance with federal and state technical specifications and HUD’s data standards.
• Represents DPU in meetings with HMIS users, HMIS software vendors and other external partners.

Program Evaluation
Tasks include:
• Coordinates with HD programs to determine feasibility of HMIS use and HMIS setup specifications to meet state and federal reporting needs.
• Assists with the development of training and technical assistance materials through collaboration with Commerce staff and stakeholders to identify common user errors and HMIS training needs.
• Prepares and submits technical reports consisting of HMIS data to HUD or other federal and state funders. This includes reports that Commerce is required to submit to the federal government in order to maintain funding, such as the annual Longitudinal Systems Analysis and the HUD System Performance Measures.
• Provides recommendations to DPU and HD leadership for project improvement based on report analysis.

HMIS Technical Support and HMIS Help Desk
Tasks include:
• Provides ongoing technical assistance to HMIS users by responding to support needs via phone, ticketing system, and email, ensuring timely troubleshooting and resolution of system-related issues. Communicates status and resolution to user regarding user reported issues.
• Reports system outages and other anomalies to HMIS team members and HMIS user community in a timely manner.
• Conducts research and preliminary analysis of user-reported issues with HMIS, and triages issues to appropriate team members if issue can’t be resolved immediately.
• Develops and maintains HMIS procedures, processes, manuals, resources materials or requirements and disseminates to all HMIS users. Collects data and assists in the evaluation of HMIS Help Desk support services for continuous process improvements.
• Works with Commerce IT and the HMIS software vendor as needed to resolve system issues and ensure compliance with WaTech regulations.

Software Vendor Ticket Management
Tasks include:
• Documents database problems, bugs and enhancements relating to the HMIS software vendor. Identifies trends in issues reported by users and proposes system modifications to address and resolve those issues.
• Maintains ticketing system with the HMIS software vendor in order to ensure software operability and track issue resolution.
• Works with Commerce staff and the HMIS software vendor to solve the problems in a timely manner. Notifies DPU Managing Director or delegate if HMIS software vendor is out of compliance with contractually required specifications.

Qualifications

Required Qualifications:
Six (6) years of combined experiences and/or education as described below:
Experience must include the following:
• Professional experience administering or acting as a technical expert in Homeless Management Information System (HMIS) or a protected client data collection database.

Education involves affordable housing, human or social services, data science, data analytics or related field.

Qualifying education post High School or equivalent may be substituted year for year for experience.An equivalent combination of education and experience will be evaluated on a year-for-year basis.

Some examples of this are, but not limited to:o Example 1: 6 years of professional experienceo Example 2: 3 years of professional experience plus 3 years formal education (college level coursework)o Example 3: Associate's degree plus 4 years of professional experience

Required Position Competencies:
• Project Management: Plans, organizes, and manages projects to achieve objectives, including coordinating tasks, timelines, and stakeholders.
• Technical Communication: Translates technical or complex information into accessible, user-friendly language for non-technical audiences.
• Digital & Technology Proficiency: Uses digital tools, databases, and software applications effectively, including advanced proficiency with the Microsoft Office Suite and web-based applications.
• Interpersonal communication skills: excels at two-way communication, information sharing and gathering, ability to maintain confidentiality and sound judgement regarding confidentiality of specific communications and utilizing feedback.
• Accountability: Meets commitments, works independently, accepts accountability, manages change, sets personal standards, and stays focused under pressure.
• Customer service: Responds professionally to customer questions and complaints in a timely manner.
• Integrity: Accountable for actions, maintains confidentiality, works with staff in a straightforward and honest manner.
• Results focused: Sets and achieves targets, prioritizes task, creative problem solver.

Preferred/Desired Qualifications:• Experience with Homeless Management Information System (HMIS), the federal Department of Housing and Urban Development’s HDX (1.0 and 2.0) systems for reporting, and Sage for reporting performance data.• Knowledge of HMIS specifications and capabilities, for example HMIS data standards and various HMIS reporting specifications.

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: comrecruitment@commerce.wa.gov - please reference the job number in your message.

Additional 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.

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.