Management Analyst I - Facilities

North County Transit District•Oceanside, CA

7d•Hybrid

About The Position

Under general direction from the Director of Facilities, the Management Analyst – Facilities performs a variety of professional-level analytical, administrative, and operational support functions in support of the District’s Facilities Management operations. The position supports facilities planning, maintenance and repair activities, service contracts, materials and invoice processing and tracking, contractor communications, and data-driven decision-making related to the Facilities Department. This position is distinguished as an intermediate-level professional role requiring prior related experience performing management analysis, facilities operations support, and administrative coordination. The work requires the exercise of independent judgment, discretion, and strong interpersonal skills. The position interacts directly with staff across all District departments, as well as external contractors, vendors, and governmental agencies, and requires effective written and verbal communication to achieve successful outcomes. The Management Analyst – Facilities reports to the Director of Facilities and may receive technical direction from other professional staff within the Facilities Department. The position does not exercise direct supervisory authority but is expected to work collaboratively with Facilities staff, other District departments, and external service providers. The position frequently serves as a resource and participates as a contributing member of facilities-related project teams.

Requirements

Bachelor’s degree in business administration, management, public administration, facilities management, accounting, supply chain management, or a related field.
Minimum of five (5) years of directly relevant experience, preferably in the public sector, facilities management, transportation, construction, or operations environment.
Experience supporting facilities operations, service contracts, invoice processing, or contractor coordination is highly desirable.
A combination of education, training, and experience that demonstrates possession of the required knowledge, skills, and abilities may be considered.
Possession and maintenance of a valid California Class C driver’s license.
Compliance with District policies regarding Ethics and Conflict of Interest.
Knowledge of principles and practices of business and public administration, management analysis, facilities operations, and service contract administration.
Ability to analyze operational, financial, and service-related information and present findings and recommendations.
Ability to manage multiple priorities, meet deadlines, and work effectively under pressure.
Strong interpersonal and relationship-building skills.
Excellent written and oral communication skills.
Demonstrated proficiency with Microsoft Office Suite and experience with Enterprise Resource Planning (ERP), work order, invoice, or document management systems.

Nice To Haves

Experience supporting facilities operations, service contracts, invoice processing, or contractor coordination is highly desirable.

Responsibilities

Provides administrative and analytical support for Facilities Management service contracts, including maintenance, repair, inspection, and janitorial or specialty services.
Assists in maintaining facilities contract files and documentation to ensure records are complete, accurate, and current.
Coordinates routine communication with contractors regarding schedules, access, documentation, performance issues, and service clarifications.
Tracks contractor deliverables, service reports, and compliance documentation in coordination with Facilities staff.
Assists with review, reconciliation, and processing of facilities-related invoices, ensuring accuracy, proper supporting documentation, and compliance with contract terms prior to approval.
Supports tracking of contract expenditures, service levels, and budget impacts related to facilities operations.
Gathers, organizes, and analyzes data related to facility maintenance activities, service requests, work orders, asset condition, and operational performance.
Assists with development and maintenance of reports, dashboards, summaries, and performance metrics related to facilities operations.
Supports planning and coordination of preventive maintenance, inspections, and service schedules.
Conducts research and analysis to support facilities planning, budgeting, and operational decision-making.
May serve as project coordinator or lead for assigned facilities-related initiatives.
Supports materials and supplies tracking related to facilities operations, including maintenance parts, equipment, and consumables.
Assists with monitoring inventory levels, usage trends, and replenishment needs for facilities-related materials.
Serves as a Records Liaison and document management system (DMS) super-user for Facilities, supporting document control, retention, and system use.
Conducts research on financial, purchasing, and facilities data within electronic systems and hardcopy files.
Prepares and maintains accurate records, files, databases, correspondence, and reports for electronic and manual filing systems.
Provides customer service and follow-up to internal departments regarding facilities requests, service issues, schedules, and status updates.
Coordinates responses to audits, Public Records Act requests, and information requests related to Facilities under management direction.
Prepares letters, memoranda, reports, presentations, spreadsheets, and briefing materials for Facilities management.
Supports Facilities Department meetings, calendars, training schedules, reporting deadlines, and related coordination.
Acts as a departmental resource for standard software applications, enterprise systems, and reporting tools.
Builds and maintains effective working relationships with District staff, contractors, vendors, and external agencies.
Performs other related duties as assigned.