Facilities Analyst I/ II - Library Department

City of San Jose • San Jose, CA

13h • Onsite

About The Position

Our diverse and inclusive workforce of more than 7,000 employees play a key role in the success of San José, the heart of the Silicon Valley. All City of San José employees work together as one team to make San José a vibrant, innovative, and desirable place to live and work. The City of San José is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of San José is committed to offering reasonable accommodations to job applicants with disabilities. 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.

Requirements

• A Bachelor's Degree from an accredited college or university.
• 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.

Nice To Haves

• 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
• 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.
• 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.

Responsibilities

• Track and monitor the status of facilities projects, work orders, and deferred maintenance activities; maintain accurate records to ensure visibility and accountability
• Provide regular status updates to stakeholders, including project progress, delays, risks, and resolution timelines; ensure information is clear, timely, and actionable.
• Coordinate closely with internal library staff, and other City departments (i.e., Public Works, Parks, Recreation, & Neighborhood Services, Environmental Services) to support the planning, scheduling, and execution of maintenance, repair, and capital improvement projects.
• Serve as a primary point of contact for facilities-related inquiries; respond to issues, provide updates, and ensure consistent follow-up through completion.
• Proactively follow up on outstanding work orders, project milestones, and contractor deliverables to ensure timely progress and resolution of issues.
• Identify and escalate risks, delays, or gaps in service; recommend corrective actions and track outcomes.
• Participate in project scoping meetings, coordination sessions, and site assessments; document key decisions, action items, and next steps, and ensure follow-through.
• Support long-range facilities planning, including renovations, space utilization, accessibility improvements, and system-wide facility upgrades.
• Analyze facilities, operational, and project data to identify trends, risks, and opportunities for improved efficiency, prioritization, and service delivery.
• Develop and maintain tracking systems, reports, and workflows that support visibility into project status and facilities operations.
• Conduct research on facilities management best practices and cost trends to inform planning and coordination
• Prepare and deliver clear, concise written and verbal reports, summaries, and presentations on capital projects, facilities conditions, and operational performance.
• Assist in reviewing and evaluating existing procedures and workflows; recommend improvements and implement improvements that strengthen tracking, communication, and accountability.
• Tracks and monitor facilities-related project costs, including expenditures, encumbrances, and estimates.
• Maintain systems records to ensure that project budgets, expenditures, and funding proposals have reference documents and supporting materials.
• Prepare project replated cost proposals, including supporting documentation, reports, and analysis for leadership and partner departments
• Coordinate with the Library Financial and Business Services Unit to ensure alignment between project tracking and financial reporting.
• Review contract payments and financial data for accuracy and completeness; follow up with vendors, stakeholders, and departments as needed to resolve discrepancies

Benefits

• Federal law requires all employees to provide verification of their eligibility to work in this country.
• The City of San Jose will NOT sponsor, represent or sign any documents related to visa applications/transfers for H1-B or any other type of visa which requires an employer application.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level