Analyst I/II (Finance and Business Services) - Library Department

City of San Jose•San Jose, CA

About The Position

The award-winning San José Public Library (SJPL) consists of more than 600 employees, a 23% bilingual workforce, and has 24 branch libraries across San José, in addition to the Dr. Martin Luther King, Jr. Library, which is the city’s main library jointly operated through a unique partnership with San José State University. SJPL serves a diverse community of roughly one-million residents and currently has nearly 700,000 library members. It annually attracts over 6 million visitors (pre-pandemic) and circulates more than 8 million items per year. Over the past few years, SJPL has cultivated a 21st century library experience dedicated to public service and committed to equity, diversity, and inclusion at the core. In addition to providing library services to the community, SJPL proudly leads two citywide initiatives - the Education and Digital Literacy Strategy and the SJ Access digital equity initiative, which has become the number one provider of free public access to Wi-Fi connectivity, tech device lending, and multi-lingual digital literacy programs and support. SJPL is led by Jill Bourne, City Librarian, who was nationally recognized in 2017 as Library Journal’s “Librarian of the Year.” SJPL enriches lives by fostering lifelong learning and ensuring that every member of the community has access to a vast array of ideas and information. The Library Department is a place where people do great work and make a difference in our community. To see examples of SJPL’s work and learn more about its impact, visit www.sjpl.org . Join us to make a difference! The San José Public Library is currently seeking to fill one (1) Analyst I/II vacancy that will report to a Senior Analyst of the Finance and Business Services (FBS) Unit. The Finance and Business Services Analyst’s primary role is to support the development, monitoring, reporting and administration of the Library’s annual operating and capital budget. The Analyst manages a broad range of fiscal, budgetary, accounting, and administrative functions, including, but not limited to, budget development, monitoring and tracking expenditures, and contract and procurement support. The position is responsible for tracking budget performance, analyzing financial data, preparing financial reports, and providing recommendations to support informed financial decision-making. This position services as the primary liaison for coordination between various Library units, Finance Department, City’s central Budget Office, and other internal stakeholders to ensure accurate financial reporting and compliance with City policies and procedures.

Requirements

Analyst I: A Bachelor's Degree from an accredited college or university.
Analyst II: A Bachelor's Degree from an accredited college or university AND two (2) years of increasingly responsible professional staff analytic or administrative experience conducting studies, organizing and analyzing data, and preparing reports, recommendations, or conclusions for a functional area in budget, finance, grant administration, organizational analysis, general administration, or human resources.
Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.
Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills and displays openness to other people's ideas and thoughts .
Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
Teamwork & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
Analytical Thinking – Approaching a problem or situation by using a logical, systematic, sequential approach.
Collaboration – Develops networks and builds alliances; engages in cross-functional activities.
Continuous Improvement - Actively identifies new areas for learning and regularly creates and takes advantage of learning opportunities.
Customer Service – Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.
Decision Making - Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.
Fiscal Management – Understands the relationship of the budget and resources to the strategic plan; complies with administrative controls over funds, contracts, and procurements.
Flexibility - Makes effective decisions and achieves desired results in the midst of major changes in responsibilities, work processes, timeframes, performance expectations, organizational culture, or work environment.
Problem Solving - Approaches a situation or problem by defining the problem or issue; determines the significance of problem; collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.
Reliability – Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate.

Nice To Haves

Additional years of experience in a position comparable to the Staff Specialist with the City of San José in areas such as budget, finance, grant administration, organizational analysis, general administration or human resources may be substituted for the education requirement on a year for year basis.

Responsibilities

Assisting in the development, administration, and monitoring of the Library‘s annual operating and capital budgets.
Accurately tracking and monitoring departmental expenditures, revenues, appropriations, encumbrances, and budget balances while maintaining complete and accurate financial records.
Performing financial calculations, forecasting, variance analysis, and trend analysis to support budget planning and fiscal decision-making.
Producing timely and accurate monthly and ad hoc budget and fiscal reports for budget and expenditure tracking for Library project managers and Library management.
Preparing informational reports, memoranda, presentations, and other written materials; assembling and analyzing data, summarizing findings, proposing or suggesting appropriate actions including reallocation of resources.
Providing analysis and technical expertise in the administration of fiscal and accounting related activities, including payroll, accounts billable/payable, procurement, contracts/grants, and other fiscal operations.
Reviewing and approving financial transactions, purchase orders, and awarded contracts to ensure accuracy and compliance with policies and funding guidelines.
Developing, revising, and maintaining fiscal policies and procedures, instructional materials, and standardized business processes; designing and maintaining a monitoring system, tracking tools, dashboards, and reports.
Providing budget guidance, fiscal training, and technical assistance to Library managers, project managers, and unit leads regarding budget planning, expenditure tracking, and financial policies.
Collaborating across Library and City departments to facilitate budget requests, resolve fiscal issues, and support organizational goals.