Vendor Program Specialist

Job Description

The City of Syracuse is seeking a Vendor Program Specialist to support the City's commitment to fair, transparent, and accessible procurement opportunities. This role plays a central part in advancing the City's MWBE and SDVOB programs by reviewing certification applications, monitoring contractor and workforce compliance, and engaging directly with local businesses. The Vendor Program Specialist works independently and collaboratively, serving as a key resource for vendors navigating City participation requirements and supporting departments in meeting equitable procurement goals.

The ideal candidate is a self-directed professional who enjoys varied work. The role involves compliance reviews, vendor outreach, data gathering and vendor-focused engagement. The successful applicant uses sound judgment, strong communication skills and an ability to interpret complex information to help open contracting opportunities to new, diverse and previously disadvantaged businesses. This position reports to the Assistant Director of Equity Compliance and contributes to strengthening trust, accountability and access across City procurement processes.

An employee in this class receives assignments from a supervisor who also reviews the work. An employee of this class exercises no supervision. This position will report directly to the Assistant Director of Equity Compliance and does related work as required.

Typical Work Activities

Compliance, Certification, and Monitoring:

• Reviews and evaluates MWBE-SDVOB certification applications, including required documentation, ownership and control requirements, and eligibility under Chapter 42 of the City of Syracuse Revised General Ordinances.
• Conducts follow-up activities such as site visits, interviews, verification of documents, and communication with applicants regarding missing or inadequate information.
• Approves or denies certification applications and prepares related documentation.
• Utilizes compliance tracking software (LCPTracker, BG2Now, NYS EBO) to monitor adherence to workforce and contractor utilization goals.
• Reviews certified payrolls, utilization reports, and supporting materials for completeness and compliance with applicable hiring and participation requirements.
• Identifies potential noncompliance issues and works directly with vendors to implement corrective actions.

Reporting and Communication:

• Collects and organizes data from vendors, contractors, and City departments to support reporting on equity goals and program outcomes.
• Prepares spreadsheets, summaries, and simple data visualizations documenting compliance activities and social impact progress.
• Prepares clear, concise communications and reports for internal and external stakeholders.
• Provides updates to the Assistant Director of Equity Compliance regarding trends, vendor participation, and compliance concerns.

Research and Program Support:

• Conducts basic research on local business and workforce conditions to support strategic equity and procurement initiatives.
• Stays informed about changes in relevant laws, regulations, and best practices in municipal equity, social impact, and MWBE/SDVOB programs.
• Assists in identifying potential barriers to participation and recommending improvements to existing processes.

Vendor Outreach and Engagement:

• Proactively manages the City's MWBE-SDVOB Directory, contacting businesses with expiring or lapsed certifications.
• Provides technical assistance to businesses navigating certification requirements, compliance obligations, and contracting processes.
• Conducts targeted outreach to MWBEs and SDVOBs regarding upcoming bid opportunities, pre-bid conferences, trainings, and vendor engagement events.
• Supports the planning and execution of outreach events, such as networking sessions, educational workshops, and community information tables.

Collaboration and Strategy:

• Works collaboratively with City departments, contractors, and community partners to support compliance efforts and ensure accurate reporting.
• Assists in implementing equity strategies aligned with the City's procurement goals and the Division's mission.
• Ensures that data collection processes and compliance mechanisms are implemented effectively.

Knowledge, Skills, and Abilities

• Working knowledge of community resources, organizations, and programs related to business development and vendor engagement.
• Working knowledge of principles and practices related to contract compliance, workforce compliance, and vendor certification.
• Ability to interpret and apply program requirements, policies, procedures, and eligibility criteria.
• Ability to review applications, documentation, reports, and other information for completeness and compliance.
• Ability to gather, organize, analyze, and maintain program and compliance data.
• Ability to identify discrepancies or potential compliance issues and communicate appropriate corrective actions.
• Ability to prepare clear, concise, and accurate reports, correspondence, spreadsheets, and other documentation.
• Ability to communicate program requirements and technical information clearly to vendors, contractors, City departments, and members of the public.
• Ability to provide effective technical assistance to businesses navigating certification and contracting processes.
• Ability to establish and maintain cooperative and courteous working relationships with City staff, Common Council, vendors, contractors, partner organizations, and the general public.
• Ability to manage multiple assignments, maintain accurate records, and meet established deadlines.
• Ability to exercise sound judgment and work independently within established policies and procedures.

Minimum Qualifications

• A) Graduation from a regionally accredited or New York State registered college or university with a bachelor's degree in economics, sociology, public policy, business administration, or a closely related field; or
• B) Four (4) years of full-time, or its part-time equivalent, professional experience in impact measurement, program evaluation, contract or workforce compliance, data review, customer service, or other work involving the interpretation and communication of complex information; or
• C) An equivalent combination of training and experience as defined by the limits of (A) and (B).

Benefits

• Dental insurance
• Health insurance
• Paid time off
• Parental leave
• Vision insurance
• Retirement plan