Section 3/SWMBE Program Coordinator (Procurement)

Description

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The Section 3 / Small Women Minority Business Enterprise (SWMBE) Program Coordinator ensures Section 3/SWMBE compliance, works with all departments and contractors to provide economic opportunities for those of low and very low income, and assists in providing contracting opportunities to small, minority, and women\-owned businesses.

Examples of Duties

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Essential Duties \+ Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties, and skills may be required and assigned, as needed. These essential functions require a consistent presence in the work environment on a regular basis and regular attendance must be maintained.

• Day\-to\-day management of activities associated with the Section 3/SWMBE program, including meetings with contractors about performance under the policies and residents about program participation.
• Coordinate all departmental efforts to establish one point of contact and responsibility for the Section 3/SWMBE programs.
• Develops and implements the Section 3 Program’s resident pool list to facilitate the direct employment and contracting of Section 3 residents and business concerns by the agency and its contractors in collaboration with any opt\-in residents shared from the Community Initiatives Department, and other resident\-engaging departments.
• Introduce in a live session, and or other forms of communication, about how the Section 3 Coordinator can assist with helping the contractor attain the good faith efforts compliance goal(s). Offer examples of good faith efforts, and emphasize the importance of it in our contracts. Review and approve the Section 3/SWMBE good faith compliance plan submitted by contractors prior to contract award.
• Monitor and track contractor performance to ensure compliance with Section 3/SWMBE based on Opportunity Home Section 3 Policies and HUD regulations. Track vendor compliance within our VMS Bonfire tool with the established, saved, and approved questionnaire for adequate assessment.
• Prepare monthly, quarterly, and annual reports detailing activity and status of compliance and non\-compliance in both programs, as well as Section 3 reporting to HUD, as may be required, and all other required reporting in a timely manner.
• Make presentations before the Board of Commissioners, Executive, and Senior staff as requested, on the status of Section 3/SWMBE compliance by Opportunity Home and its contractors.
• Participates in the South Central Texas Regional Certification Agency (SCTRCA) as an alternate Board member representing Opportunity Home.
• Serve as Opportunity Home representative in presentations before contractors, residents, and other organizations on Section 3/SWMBE activities. Develop a network of public and private sector businesses that Opportunity Home will partner with to train and employ residents and create resident\-owned businesses. Assist contractors, managers and public officials as required with Program efforts.
• Coordinate special projects designed to inform residents and interested parties of the Section 3/SWMBE Program and other employment opportunities.
• May be required to drive to various work sites and/or meetings
• Develop and maintain the reference library for compliance with Section 3/SWMBE Program regulations.
• Direct and lead activities to support Section 3/SWMBE participation, including monthly employment and contractor informational meetings as well as employment and economic development meetings sponsored by other agencies and businesses to promote the Section 3/SWMBE program and provide the necessary technical support for contractors to achieve goals, to include monthly training sessions.
• Collaborate with other governmental entities and departments for the success of the Program, and all other duties as assigned.
• Complete all duties as assigned or requested as outlined in operational and procedural guidelines. These guidelines are maintained and issued in the event of an emergency situation that arises at a property or any other location that serves our residents or employees.
• Assist with the setup of vendors in the ERP system and provide support in processing requisitions while ensuring compliance with procurement policies.
• Participate in Trauma Informed Care (TIC) initiatives to include training, workgroups, project assignments, etc., that are launched or implemented in order to achieve and/or maintain certification as a TIC organization.
• Employees are expected to use Generative AI solutions ethically and responsibly.
• Other duties as assigned.

Behavioral Competencies*This position requires the incumbent to exhibit the following behavioral skills Values Driven \| Demonstrates an understanding of the values (Compassion, Equity, and Excellence) and embodies the values in their work and interactions with residents, vendors, co\-workers, supervisors, board members, community members, and other stakeholders.

* Customer Service \| Responds with Compassion in a professional manner to the expectations and needs of internal and external customers; is friendly and helpful to all customers, fostering positive relationships while providing Excellent service.

* Effective Use of Information \| Communicates important information to those who need to know clearly, securely, and effectively, orally and/or in writing; proactively exchanges accurate and timely information.

* Commitment and Continuous Improvement \| Sets the standard for Excellence by proactively pursuing innovation through systematic experimentation and learning. Corrects mistakes by assessing appropriate processes, proposing adjustments, and prioritizing long\-term solutions.

* Teamwork \| Balances team and individual responsibilities; exhibits Compassion, objectivity, and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; supports everyone's efforts for excellence; attends, supports, and participates in the organization’s team\-building events.

* Responsiveness and Accountability \| Demonstrates a high level of Excellence and holds oneself personally responsible for one's own work; complies with procedures and directives, and understands the importance of maintaining and managing confidential information; recognizes and anticipates issues and provides a responsive resolution in a timely manner.

Typical Qualifications

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EducationRequired

• Two (2\) or more years of college or university coursework in Business Administration, Procurement, Communications, Marketing, or related field.

+ An Additional four (4\) years of experience may be considered in lieu of the educational requirements.

ExperienceRequired

• Four (4\) years of experience in public procurement.
• Must have the ability to learn and use cloud applications such as the Google GSuite applications, including but not limited to Google Chrome Browser, Gmail, Drive, Calendar, Docs, Sheets, and Slides. Understand document sharing and collaboration in the cloud. Experience and proficiency with Microsoft Office 365, cloud\-accessible applications, including but not limited to OneDrive, Outlook, Word, Excel, and PowerPoint, or a MAC or PC desktop equivalent, is acceptable.
• Successful completion of a criminal history background check, education, work history verification, and drug screening test.

Preferred Education and Experience

• Experience in administering a contractor diversity outreach program involving small women and minority owned businesses (SWMBE) and/or HUD Section 3 programs.
• Ability to learn cloud technologies such as LucidChart for diagram, workflow, and chart drawing. Experience with Vizio or equivalent is acceptable. Basic understanding of Virtual Private Network (VPN) access to connect to internal business systems.

License \+ CertificatesRequired

• Texas Class “C” driver’s license at the time of placement and insurable by the organization’s fleet and liability insurance carrier.
• Must have the ability to earn certifications as required by assigned tasks.

Technical Skills*To perform this job successfully, the employee should have Knowledge of the Code of Federal Regulations 2 CFR 200\.

• Knowledge of HUD Section 3 Regulations.
• Knowledge of Opportunity Home, Procurement, Section 3, and SWMBE Policies.
• Knowledge of the Procurement Handbook for Public Housing Agencies, HUD Handbook 7460\.8, latest revision
• Knowledge of procurement methods
• Knowledge of basic mathematics
• Skill and Proficiency in Microsoft Excel, Word, and Outlook or Google equivalent applications
• Skill in research through the internet
• Skill in computers and other general office equipment
• Ability to read, interpret, and analyze written submissions and evaluate requests for Section 3 certification.
• Ability to effectively communicate verbally and in writing with a diverse public of residents, internal staff, and the contractor/vendor community.
• Ability to work with minimal supervision
• Ability to analyze issues and propose well\-reasoned solutions
• Ability to maintain effective interdepartmental and departmental working relationships
• Ability to maintain an orderly filing system related to Section 3 Certifications and minority contracting\-related matters
• Ability to understand and follow both clear and specific verbal and written instructions.

Physical DemandsThe physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

To perform this job successfully, the employee is frequently required to remain in a stationary position. Daily movements include sitting, standing, operating computers and other office equipment, walking and moving about the office and/or community property, and attending onsite and offsite meetings. The employee must be able to complete data entry, utilize various portals, and communicate via email and verbally via telephone. Will need the ability to walk large properties and climb stairs. The employee must occasionally transport up to 25 pounds.

Work EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Office Environment

• The noise level in the work environment is usually moderate.
• High level of interaction with external/internal clients.
• May be transferred or be required to work at different properties or sites for interim periods in order to support business needs.

Outside Environment

• Subject to environmental elements when conducting visits to various sites or participating in outside events.

ADA Statement

In compliance with the Americans with Disabilities Act, the organization will make reasonable accommodations to the known disability of a qualified applicant or employee to enable people with disabilities to enjoy equal employment opportunities if it would not impose an “undue hardship” on the operation of the employer’s business. Ethics

As a public agency, the organization is committed to maintaining the highest of ethical standards. Applicants selected for employment are expected to perform work responsibilities with the highest degree of integrity, professionalism, and honesty to merit the respect of our co\-workers, clients, partners, vendors, and the general public. Applicants selected for employment are also expected to serve the public with dedication, concern, courtesy, and responsiveness. Equal Employment Opportunity Statement

Opportunity Home is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, religion, gender (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability, or genetic information, marital status, veteran status, arrest record or any other characteristic protected by applicable federal, state or local laws. Opportunity Home is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, and general treatment during employment.

Disclaimer

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This position specification is not an employment agreement or contract. Management has the exclusive right to alter this position specification at any time without notice.