2E34

PAY RANGE: N23

MINORITY/DISADVANTAGED BUSINESS ENTERPRISE COORDINATOR

GENERAL DEFINITION

This is supervisory and technical affirmative action contract compliance and certification work for the Airport, Department of Planning and Development or the Office of Economic Opportunity. An employee in this class has responsibility for supervising a staff engaged in minority/disadvantaged business enterprise certification process or compliance work involving the review of vendor bids, contracts, and departmental compliance plans. Employees in the Office of Economic Opportunity assignment serve as a section leader supervising subordinate specialists, trainees, and clerical employees and are responsible for implementing goals and objectives according to federal, state, and/or local regulations. Employees in the Airport assignment supervise and manage the Disadvantaged Business Enterprise Program (DBE), Airport Concessionaire Disadvantaged Business Program (ACDBE) and certification and compliance programs according to federal regulations at the Philadelphia International and Northeast Philadelphia airports. The employee in the Planning and Development assignment supervises the agency's affirmative action programs for female and minority-owned business utilization for all contracted and subcontracted work performed through housing agencies including Section 3 of the Housing and Urban Development Act of 1968, as amended by the Housing and Community Development Act of 1992 (Section 3) and the Minority and Women Enterprise Program (MBE/WBE). The emphasis of the work is on technical competence and the assignment and maintenance of work schedules. Of major significance to the work is the training, guiding, and advising of subordinate employees. Work is performed under the general direction of an administrative superior.

ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class)

1. Positions must supervise a staff engaged in affirmative action contract compliance and certification work.

2. The one position in the Department of Planning and Development specialty must be responsible for the development and implementation of affirmative action and equal employment opportunity programs

3. Positions must be located in the Department of Commerce, Department of Aviation or in the Department of Planning and Development Division of Housing and Community Development.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

ALL ASSIGNMENTS

Supervises and conducts telephone, personal and on-site interviews with vendors concerning bid processes and appropriate regulations and to make determination concerning certification; provides technical assistance to minority/disadvantaged, disabled, and female owned and controlled firms, contractors, and departments; receives and reviews financial statements from vendors; reviews bids and compliance plans; prepares reports on recommendation of approval or denial of certification; reviews, revises and develops forms and procedures for use in the certification process.

Conducts and participates in seminars, training sessions, workshops, and panel discussions concerning certification and bid processes, and financial record keeping.

Prepares a variety of reports on unit activities, goals, and objectives; assists in the development of departmental policies and regulations.

Evaluates and completes bid determinations on bids and contracts subject to federal, state, and/or local regulations.

Develops methodologies and procedures used to ensure project compliance with municipal business enterprise goals and objectives; makes pertinent recommendations to departmental representatives, vendors, and contractors; coordinates implementation of City purchasing practices to meet federal, state, and city affirmative action guidelines.

Meets with appropriate City departments, agencies, and commissions to establish goals for the utilization of minority/disadvantaged, disabled, and female owned and controlled businesses; attends pre-proposal, award and pre-construction meetings to discuss OEO or U.S. Department of Transportation policies and requirements; develops and recommends procedures and remedies to promote and encourage minority/disadvantaged, disabled, and female owned and controlled enterprises to participate in City projects.

Performs related work as required.

Office of Economic Opportunity Assignment

Plans, assigns, and reviews the work of staff receiving and reviewing certification applications from minority/disadvantaged, disabled, and female owned and controlled firms for completeness and conformance to affirmative action guidelines and regulations in the Office of Economic Opportunity (OEO); plans, assigns, and reviews the work staff involved in the review of vendors bids and departmental compliance plans; reviews draft bid proposals from operating departments for compliance with OEO language; supervises preparation of a directory; ensures the removal of decertified firms; monitors contracts project compliance; provides technical assistance to departments, contractors, and minority, disadvantaged, disabled, and female firms to ensure meeting affirmative action goals.

Meets and coordinates with a variety of city officials, departments, agencies, vendors, community organizations, and private firms regarding contracts, subcontracts, grants, land agreements, and lease agreements.

Supervises and provides technical direction in the assignment of commodity codes to certified firms specifying goods and services they are approved to provide; approves entries to the certification registry; develops tracking methods for certified and decertified minority/disadvantaged, disabled, and female owned and controlled firms.

Performs related work as required.

Airport Assignment

Supervises the work of staff engaged in the vendor certification process and contract compliance for the Disadvantaged Business Enterprise (DBE) and Airport Concessionaire Disadvantaged Business Enterprise programs (ACDBE) of the U.S. Department of Transportation pursuant to federal regulations; reviews applications and financial forms from vendors requesting certification; monitors the annual compliance of the DBE and ACDBE programs.

Provides and prepares materials for annual reporting to the U.S. Department of Transportation (USDOT) and other regulatory agencies; investigates and prepares reports for findings or allegations of non-compliance against certified firms.

May provide outreach to community organizations and vendors on program requirements, available projects, bidding and construction processes and relevant federal, state or local regulations.

Performs related work as required.

Planning and Development Assignment

Develops and administers a minority and women owned small business utilization program supporting three housing agencies; develops annual utilization goals for the program: analyzes, measures and reports annual performance; analyzes obstacles to increasing participation rates and develops programs to address obstacles.

Ensures compliance with all federal, state, and local regulations, guidelines and reporting requirements as they relate to government funded housing development and rehabilitation projects.

Supervises a compliance program through subordinate staff that includes site audits, sub-recipient payment monitoring, reviewing and monitoring contracts, and interaction with developers and prime contractors to explain and aid in achieving program goals; directs the preparation of scope of services for third party sub-recipient contractors to housing agency committees for approval; directs the monitoring activities of the third party sub-recipient contracts; develops programs designed to increase MBE/WBE vendor list; participates in community organizations to increase the visibility of the program; provides networking opportunities for program participants with potential prime contractors.

Supervises a staff of employees engaged in reviewing and monitoring contracts and on-site inspections, development and technical support for MBE/WBE vendors, and clerical and administrative support; develops departmental policies and procedures to support the function.

Meets with developers, general contractors, housing agency leaders, and community representatives regarding program objectives; conducts presentations for technical, construction, and MBE/WBE organizations in the greater Philadelphia community.

Acts as primary liaison with the city’s Office of Economic Opportunity in gaining certification for vendor and sub-recipients, planning and coordination.

Prepares a variety of reports on unit activities, goals, and objectives for internal use and submission to government entities; oversees the use and maintenance of a vendor database and automated contract monitoring system.

Receives contractor’s complaints of job discrimination; investigates discrimination complaints to ascertain facts before reporting to OEO or the Inspector General’s Office; supplies information to the Agencies' legal representatives in regarding MBE/WBE laws rules and regulations.

Analyzes demographic data on composition of the agencies’ contractor work force; extracts data from payroll and human resources data sources; determines relevant labor market composition; makes comparisons to identify occupational categories in need of affirmative action; recommends recruitment and promotional goals.

Prepares reports to state and federal agencies on statistical representation of protected groups in the agencies’ contractor work force and affirmative action plans and progress; discusses employment practices with compliance agency representatives.

Researches and analyzes related legislation; prepares analytical reports on the impact of legislation and regulations on the agencies’ compliance programs.

Performs related work as required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

· federal, state, and/or local affirmative action and equal opportunity laws and regulations as they apply to minority, disadvantaged, disabled, and female owned and controlled vendors

· the practices, methods, and procedures used in public procurement processing

· laws, rules, and regulations governing the purchase of municipal commodities

· the City's buying and bidding procedures

· contract compliance methods and procedures

· current developments in contract compliance, affirmative action, and equal opportunity laws and regulations

· supervisory practices and principles

AIRPORT ASSIGNMENT ONLY:

· federal, state, and city laws, codes and regulations related to prevailing wage, labor codes, and equal employment opportunity

· Title VI of the Civil Rights Act of 1964

· Business and financial analysis for disadvantaged business enterprise certification

· Construction industry and public works bidding processes

PLANNING AND DEVELOPMENT ASSIGNMENT ONLY:

· Title VI of the Civil Rights Act of 1964

· Section 3 of the HUD Act of 1968 including reporting requirements for Community Development Block Grants (CDBG)

· Business and financial analysis for Minority/Women Business Enterprise

· Construction industry and public redevelopment projects and land acquisitions as they relate to housing and community development programs the theory, methods, and procedures involved in developing, evaluating, implementing and revising affirmative action plans

SKILL IN:

· the use of spreadsheet, word processing, and presentation software programs

· analyzing facts and data and exercising sound judgment to arrive at conclusions

· interviewing and investigatory techniques

ABILITY TO:

· plan, assign, review, and supervise the work of a group of subordinates engaged in affirmative action contract compliance and the certification of disadvantaged businesses

· conduct personal and on-site interviews to determine compliance and eligibility to be certified as a minority, disadvantaged, disabled and/or female controlled business

· present information in a clear and comprehensive manner both orally and in writing

· interpret and apply codes, regulations, and procedures to reduce the City’s risk for potential litigation related to contract disputes if required by assignment

· investigate claims of discrimination or fraudulent activity, discern facts and opinions, and make recommendations to resolve problems if required by assignment

· establish and maintain effective working relationships with associates, superiors, contractors, vendors, representatives of other City agencies and the public

· ensure that activities, services, or products reflect higher management policies

· analyze diverse viewpoints to make decisions and solve work problems review and make recommendations on revisions of related departmental policies or rules, regulations, and laws affecting programs

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 5/24.)

EDUCATION:

Completion of a bachelor's degree program at an accredited college or university.

NOTE: Certification as Certified Compliance Administrator by the American Contract Compliance Association or an industry relevant certification or additional experience on a year for year basis may substitute for the required degree.

AND

EXPERIENCE:

Option 1:

Three years of experience monitoring contract compliance or minority/ disadvantaged business certification in accordance with governmental guidelines pertaining to affirmative action for a public agency, one year of which shall have been at the full performance level.

Option 2:

Three years of administrative contract management work that has included developing, coordinating, and monitoring contract activities and preparing, processing, administering and revising contracts or compliance plans.

OR

Option 3:

Three years of technical procurement work at the full performance level developing purchasing specifications and standards and/or renovation projects or developing technical purchasing and contract specifications and standards for a municipal department or agency characterized by industrial operations or facilities.

Option 4:

Option 5:

Three years of professional experience with responsibility for monitoring or enforcing equal employment opportunity or affirmative action program compliance.

NOTE: Certification as a Master Compliance Administrator by the American Contract Compliance Association is preferred and may substitute for two years of experience.

NOTE: Completion of a master’s degree or certificate program from an accredited college or university or recognized professional association in a related field may substitute for one year of the required experience.

City of Philadelphia Classes that typically meet the minimum experience requirements:

· Minority/Disadvantaged Business Enterprise Specialist 2 (2E33)

· Contract Coordinator (2F69)

· Procurement Technician 2 (2E03)

· Procurement Specification Analyst (2E07)

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

LICENSES, CERTIFICATIONS AND REGISTRATIONS

Employees in the Airport Assignment only must be able to pass and maintain unescorted access authorization at the time of appointment and during tenure of employment as a Minority/Disadvantaged Business Enterprise Coordinator.

Class Established - 1/87

Spec. Revision: CSC – 4/16; Ad. Board – 5/16

Spec. Revision:

CSC – 5/17

Ad. Board – 6/17

Spec. Revision:

CSC – 10/18

Ad. Board – 12/18

Spec. Revision:

CSC – 4/19

Ad. Board – 5/19

Spec. Revision:

CSC – 3/22

Ad. Board – 4/22

Latest Spec Revision:

CSC – 4/24

Ad. Board – 5/24