Small Business Enterprise Program Administrator

Job Summary

This position supports the administration of the City's Small Business Enterprise (SBE) Program, with primary responsibility for procurement compliance review, contract monitoring and tracking, data integrity, supplier inclusion tracking administration, reporting, and compliance documentation. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment. Reports on program activities and progress toward established program goals. Monitors procurement-related legislative and regulatory developments affecting small business participation and provides summary information to management as requested. The position is housed in the Management Services Department and works closely with Purchasing, departments, project managers, vendors, and contractors to support consistent application of SBE program requirements. Purchasing retains procurement authority.

Essential Job Functions

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

This position has responsibilities that require lifting up to 10 pounds on occasion.

• Reviews upcoming solicitations, scopes of work, bid/proposal documents, and contract materials to identify applicable SBE requirements and participation opportunities.
• Coordinates with Purchasing and departments before solicitation release to confirm SBE forms, language, goals, evaluation requirements, and compliance procedures are included as appropriate.
• Reviews vendor bid and proposal submissions for required SBE documentation, completeness, responsiveness, and consistency with solicitation requirements.
• Evaluates SBE participation plans, subcontractor lists, certification documentation, good faith effort materials, substitution requests, and related compliance documents.
• Verifies vendor and subcontractor certification status using approved certification sources or City-approved vendor databases.
• Coordinates, maintains, and updates the City's supplier inclusion management system, including vendor registration support, certification status tracking, contract setup, payment data imports, and related data quality review.
• Tracks, monitors, and reports on Citywide procurement activity related to the SBE Program, including solicitation activity, awards, participation, subcontractor utilization, payment activity, amendments, change orders, task orders, contract closeout status, and spend metrics.
• Monitors program compliance and performance and works with prime contractors to support accurate monthly reporting of payments to certified SBE subcontractors in the City's supplier inclusion management system.
• Reviews weekly accounts payable imports, system interfaces, vendor-submitted utilization reports, subcontractor payment records, and supporting documentation for completeness, accuracy, and consistency.
• Reconciles contract award data, purchase order data, payment data, and vendor-reported SBE participation data.
• Identifies missing documentation, late reports, inconsistent data, participation shortfalls, and potential compliance concerns.
• Coordinates with vendors, departments, Purchasing, project managers, and Management Services staff to resolve documentation and reporting discrepancies.
• Maintains accurate, organized, and audit-ready SBE program files, including procurement reviews, contract monitoring records, reports, correspondence, and compliance documentation.
• Prepares monthly, quarterly, annual, and ad hoc SBE participation reports, dashboards, summaries, and briefing materials for Management Services, Purchasing, departments, City leadership, and other stakeholders.
• Supports contract closeout review by confirming final SBE participation, subcontractor payments, substitutions, and required documentation.
• Assists with developing and updating SBE program procedures, checklists, reporting templates, solicitation language, forms, and internal guidance.
• Provides internal guidance, resources, and information to departments, Purchasing, vendors, and contractors regarding SBE documentation, reporting requirements, and compliance procedures.
• Participates in procurement-related meetings, pre-bid meetings, pre-proposal meetings, contract kickoff meetings, project meetings, presentations, staff training, and assigned vendor information activities as needed to support SBE compliance and reporting.
• Assists with responses to Texas Public Information Act requests related to SBE program, procurement, vendor, and contract activity when requested.
• Prepares written findings, summaries, and recommendations related to SBE procurement compliance and program reporting.
• Supports the department's goals through cooperation, transparency, and accountability.
• Performs administrative tasks and other related duties as assigned by the Director and Assistant Director of Management Services.
• Regular and dependable attendance is required.

Minimum Qualifications

Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities may qualify. A typical way to obtain the knowledge, skills, and abilities would be:

• Education: Bachelor's degree in business administration, public administration, finance, accounting, procurement, construction management, data analytics, or a related field. Directly related additional experience may substitute for the required education on a year-for-year basis, up to a maximum of four years.
• Experience: Two years of related experience in procurement, contract administration, contract compliance, inclusive sourcing, small business program administration, financial reporting, vendor management, project administration, accounts payable, data analysis, records management, or a closely related field. Public-sector or municipal experience preferred.
• Licenses: A valid Texas Driver's License is required.
• Certifications Required: None required. Professional certification in procurement, public administration, small business administration, contract compliance, or government finance is preferred.