Staff Analyst – Facilities & Fleet Operations

Santa Clara Valley Water District•San Jose, CA

13h•Hybrid

About The Position

Valley Water is searching for top-tier candidates to fill this exciting opportunity. Internal candidates will get first consideration. Overview: Are you ready to assist in driving Operational Excellence Behind the Scenes – Support the Teams That Keep Valley Water Moving! Valley Water is seeking a detail-oriented and customer-focused Staff Analyst to provide technical and administrative support for the Facilities and Fleet Units. This position plays a critical role in supporting daily operations by coordinating office services, maintaining records and databases, processing invoices, and procurement documents, tracking operational activities, preparing reports, and assisting with budget and operational support. The Staff Analyst works closely with management, operations staff, vendors, and internal customers to ensure efficient business operations and accurate recordkeeping. This position supports key functions including facilities maintenance, fleet operations, procurement related activities, budget tracking, data management, compliance monitoring, and process improvement initiatives. Our Commitment: We are committed to building and sustaining a working environment where all individuals are respected and valued. We believe every member of our team brings unique perspectives that enhance our ability to serve the public effectively. By fostering a workplace with employees from the communities we serve, we broaden our collective understanding of the world around us and strengthen our mission to equitably provide safe, clean water, natural flood protections, and environmental stewardship. About Valley Water: Valley Water is a public agency with an operating and capital budget of $964 million, and over 900 employees. With headquarters in San José, Valley Water provides water supply, enhances streams and watersheds through creek restoration and habitat protection, provides flood protection for homes, schools, businesses and roadways, and partners with other agencies to provide trails and open space for the community. Who We Are: To learn how Valley Water provides safe, clean water and environmental stewardship for the Santa Clara community, please click here

Requirements

Three (3) years of experience supporting operational programs such as facilities, fleet, maintenance, public works, or administrative services.
Experience assisting with invoice processing, procurement related activities, budget tracking, records management, reporting, and coordination with multiple stakeholders.
Experience utilizing work order management systems, computerized maintenance management systems (CMMS), or fleet management software.
Ability to organize and summarize operational and financial data.
Ability to develop and maintain spreadsheets, databases, reports, and tracking systems.
Ability to process invoices, purchase orders, and procurement-related documentation accurately and efficiently.
Ability to manage multiple priorities and meet critical deadlines in a fast-paced environment.
Ability to interpret and apply policies, procedures, regulations, and operational requirements.
Ability to research issues, identify trends, and provide preliminary findings to management.
Ability to maintain accurate records and ensure data quality and integrity.
Ability to communicate effectively, both verbally and in writing, with staff, vendors, and stakeholders.
Ability to coordinate activities across multiple departments and work groups.
Ability to provide exceptional customer service while maintaining professionalism and attention to detail.
Ability to establish and maintain effective working relationships with employees, vendors, contractors, and the public.
Knowledge of administrative and operational support practices.
Knowledge of basic principles of public administration and business operations.
Knowledge of financial recordkeeping, invoice processing, and budget tracking.
Knowledge of procurement and purchasing processes.
Knowledge of data collection and report preparation techniques.
Knowledge of records management and records retention requirements.
Knowledge of office procedures, methods, and business systems.
Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and database applications.
Knowledge of principles of customer service and stakeholder coordination.
Knowledge of compliance requirements related to operational and administrative processes.
Equivalent to an Associate’s Degree from an accredited college or university with major coursework in Business Administration, Public Administration, Finance, Accounting, Operations Management, or a related field.
Directly related experience may be substituted for the college requirement on the basis of one and one-half years of experience for one year of education, up to a maximum of two years.
Possession of, or ability to obtain, an appropriate, valid California driver's license.

Responsibilities

Provide technical, administrative, and procedural support for Facilities and Fleet operations, including tracking service requests, work orders, vendor documentation, records, correspondence, and operational information.
Assist with procurement, purchasing, invoice processing, and budget-related activities, including purchase orders, service agreement documentation, account tracking, and financial documentation.
Compile, review, and summarize operational data related to vehicle utilization, parts inventory and usage, facilities requests, maintenance activities, costs, vendor performance, and other operational metrics.
Prepare reports, spreadsheets, dashboards, and summaries to support management review and decision-making of operational and program information.
Coordinate administrative activities between Facilities, Fleet, vendors, contractors, and internal stakeholders.
Maintain and audit databases, recordkeeping systems, and operational files to ensure data integrity and compliance with records retention requirements.
Assist with budget monitoring, expenditure tracking, invoice reconciliation, and financial reporting.
Research and help resolve routine operational issues through data review, application of established policies and procedures, stakeholder coordination, and process evaluation.
Support audits, compliance reviews, process and procedure updates, and special projects by gathering information, maintaining documentation, and tracking action items.
Serve as a resource to staff and customers by providing information, responding to inquiries, and coordinating follow-up actions.
Assist with meeting coordination, agenda preparation, documentation, and tracking action items.
Perform related duties as assigned.