Description The Small Business Program Manager ensures Section 3/Small Business implementation, monitoring, 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 and local businesses. Examples of Duties Essential Duties + ResponsibilitiesThe 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/Small Business 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/Small Business 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/Small Business good-faith compliance plan submitted by contractors prior to contract award.
- Monitor and track contractor performance to ensure compliance with Section 3/Small Business based on Opportunity Home Section 3 Policies and HUD regulations. Track vendor compliance within our system 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/Small Business 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/Small Business activities. Develop a network of public- and private-sector businesses that Opportunity Home will partner with to train and employ residents and to create resident-owned businesses. Assist contractors, managers and public officials as required with Program efforts.
- Coordinate and implement special projects designed to inform residents and interested parties of the Section 3/Small Business 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/Small Business Program regulations.
- Direct and lead activities to support Section 3/Small Business participation, including monthly employment and contractor training meetings as well as employment and economic development meetings sponsored by other agencies and businesses to promote the Section 3/Small Business 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.
- Assist with the setup of vendors in the ERP system and provide support in processing requisitions while ensuring compliance with procurement policies.
- 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.
- 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 CompetenciesThis 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 Education Required
- Bachelor’s degree from an accredited college or university in Business Administration, Public Administration, Economics, Finance, or a related field.
- An additional (8) years of experience in procurement compliance or business development may be considered in lieu of educational requirements.
Experience Required
- A minimum of three (3) years of progressive experience is required in contract administration, supplier diversity, procurement, compliance monitoring, or program management - preferably within a public sector or government environment. Including a proficiency in contract management software, database tracking, and/or financial/statistical reporting
- 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 businesses, which may include women and minority owned businesses, local businesses and/or HUD Section 3 programs.
- Certified Compliance Administrator (CCA) or similar credentials.
- 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 + Certificates Required
- Familiarity with recognized certifications (e.g., HUB, SBE, VBE, recognized by Texas agencies). Certifications like Certified Compliance Administrator (CCA) or similar credentials are a plus.
- 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 Small Business 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.
- Strong public-speaking, presentation, and conflict-resolution skills for engaging diverse business owners and government officials.
- 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 StatementIn 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.
EthicsAs 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. DisclaimerThe 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.
Benefits
SUMMARY OF BENEFITS
INSURANCE PLANS
HEALTH INSURANCE - BLUE CROSS/BLUE SHIELD HEALTH PLAN
This is a voluntary benefit for the employees. Employees can choose from two PPO medical plans (750 & 1000). Opportunity Home contributes between 78-85% of the cost. This is effective on the 1st day of the month following the date of hire.
DENTAL INSURANCE – BLUE CROSS/BLUE SHIELD DENTAL PLAN (BLUECARE DENTAL)
This is a voluntary benefit for employees. Opportunity Home contributes 50% of the cost. This is effective on the 1st day of the month following the date of hire.
VISION INSURANCE – HUMANA
This is a voluntary benefit for employees. Opportunity Home contributes one-third of the cost. This is effective on the 1st day of the month following the date of hire.
LIFE INSURANCE – (BLUE CROSS/BLUE SHIELD OF TEXAS)
Life insurance is furnished at no cost to the employee for the amount of one time the employee’s annual salary rounded to the next thousand. Employees have the option to purchase additional life insurance at their own cost. This benefit is effective immediately. If additional life insurance is not elected during the first 30 days of employment, enrollment will be subject to the completion of an Evidence of Insurability form.
LONG TERM DISABILITY – (BLUE CROSS/BLUE SHIELD OF TEXAS)
Long-term disability is furnished at no cost to the employee. The employee will be eligible to receive a weekly benefit of 66.67% of their basic weekly income. This is effective following 90 days of employment.
SHORT TERM DISABILITY – (BLUE CROSS/BLUE SHIELD OF TEXAS)
Short-term disability is furnished at no cost to the employee. The employee will be eligible to receive a weekly benefit of 66.67% of their basic weekly income. This is effective following 90 days of employment.
VOLUNTARY ACCIDENT INSURANCE - (BLUE CROSS/BLUE SHIELD OF TEXAS)
This is a voluntary benefit for employees. This benefit pays for treatments, services, or injuries incurred, as a result of a covered accident.
VOLUNTARY CRITICAL ILLNESS - (BLUE CROSS/BLUE SHIELD OF TEXAS)
This is a voluntary benefit for employees. This benefit helps cover unplanned expenses when recovering from a critical illness.
LEGAL SERVICES - ARAG LEGAL SERVICES
This is a voluntary benefit for employees. This program offers employees convenient access to affordable legal services such as the preparation of Wills/Trusts; Debt Matters; Divorce; Identity Theft; Consumer Protection; Real Estate Matters; Document Preparation and Review, plus various other services.
RETIREMENT PLANS
OPPORTUNITY HOME PENSION PLAN
This is a mandatory benefit. All employees are required to participate in the pension plan following one year of employment. Opportunity Home contributes 7% and the employee contributes 5% of the gross wages each payroll. This is effective the first month following the employee’s one-year anniversary.
457 DEFERRED COMPENSATION PLAN - (MISSION SQUARE)
This is a voluntary benefit. This is effective immediately upon receipt of an enrollment application. The minimum contribution is $10 per pay period. The maximum contribution is subject to IRS laws.
ADDITIONAL BENEFITS
FLEXIBLE SPENDING ACCOUNTS – MCGRIFF INSURANCE SERVICES
This is a voluntary benefit. Medical reimbursement and Dependent Care reimbursement accounts allow the employee to save money from their paycheck on a pre-tax basis. The amount that the employee elects to contribute is not subject to federal income tax, social security or Medicare.
FMLA / ADA ADMINISTRATION - ABSENCE MANAGEMENT (COMPSYCH)
This program provides employee leave administration services. Provides direct online tools and resources to employees. Employees/Supervisors deal directly with Intake Specialists who can answer questions, and provide consultation, eligibility, and guidance.
PAID PARENTAL LEAVE
Opportunity Home contributes 100% for six weeks of paid parental leave.
PTO DONATION
This is a voluntary program. All eligible employees will be allowed to donate PTO from their unused balance to their co-workers in need of PTO who have a major family medical emergency or a major disaster. Employees who would like to receive donated personal time from their co-workers must generally have a situation that meets the guidelines. Employees must be employed with Opportunity Home for a minimum of one year to be eligible to donate and/or receive donated personal time.
LIVONGO DIABETES MANAGEMENT (BCBS)
Opportunity Home contributes 100% to this program. Employees and dependents covered under BCBS Medical insurance are eligible for this program. The program provides escalated treatment options to minimize and delay the ongoing progression of this disease. Features include real time messaging on a connected blood glucose meter; certified diabetes educators; interventions when readings are out of range; test strips and lancets at no extra cost, and delivery at your door.
SMOKING CESSATION PROGRAM (BCBS)
Opportunity Home contributes 100% to this program. Employees and dependents covered under BCBS Medical insurance are eligible for this program. The program provides assistance with methods to learn how to quit smoking. Features include telephonic coaching via secure messaging; digital self-management with weekly online lessons; qualified staff, i.e. registered and licensed nurses, dietitians, exercise specialists, health educators, and mental health counselors.
EMPLOYEE ASSISTANCE PROGRAM – DEER OAKS
This is a free service provided to you, your dependents, and household members by Opportunity Home. The program offers a wide variety of counseling, referral, and consultation services. Opportunity Home contributes 100% for six counseling sessions per year and is available to both employees and their household family members. This is effective immediately upon employment.
TUITION REIMBURSEMENT PROGRAM
This benefit is effective after six months of employment.
DISCOUNTED TICKETS
Opportunity Home sells discounted tickets to Santikos Theaters.
GYM REIMBURSEMENT/WEIGHT LOSS PROGRAM
Opportunity Home will reimburse up to $50 per month for an employee’s membership in a gym or nationally recognized weight loss program.
HOLIDAYSOpportunity Home furnishes employees with 13 paid holidays annually. Martin Luther King Day – January President’s Day – February Battle of Flowers Day – April Memorial Day – May Juneteenth - June 4th of July – July Labor Day – September Indigenous People’s Day - October Veteran’s Day - November Thanksgiving - November Friday after Thanksgiving - November Christmas Eve Day - December Christmas Day - December
PAID TIME OFF (PTO)
Years of Service Time earned 0-3 years - 3 weeks, 4.62 hours accrued per pay period Over 3 years - 4 weeks, 6.15 hours accrued per pay period Over 9 years - 5 weeks, 7.69 hours accrued per pay period A maximum of 440 hours of PTO can be held at any time. Once the maximum amount is reached, PTO will stop accruing until some PTO has been used.
