Staff Analyst Facilities & Fleet Operations

Staff Analyst Opportunity

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.

Key Responsibilities include, but are not limited to:

• 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.

Ideal Candidate's Background Includes:

Ideal Experience:

• 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.

Ideal Skills and Abilities:

• Assist in organizing and summarizing operational and financial data.
• Develop and maintain spreadsheets, databases, reports, and tracking systems.
• Process invoices, purchase orders, and procurement-related documentation accurately and efficiently.
• Manage multiple priorities and meet critical deadlines in a fast-paced environment.
• Interpret and apply policies, procedures, regulations, and operational requirements.
• Research issues, identify trends, and provide preliminary findings to management.
• Maintain accurate records and ensure data quality and integrity.
• Communicate effectively, both verbally and in writing, with staff, vendors, and stakeholders.
• Coordinate activities across multiple departments and work groups.
• Provide exceptional customer service while maintaining professionalism and attention to detail.
• Establish and maintain effective working relationships with employees, vendors, contractors, and the public.

Ideal Knowledge:

• Administrative and operational support practices.
• Basic principles of public administration and business operations.
• Financial recordkeeping, invoice processing, and budget tracking.
• Procurement and purchasing processes.
• Data collection and report preparation techniques.
• Records management and records retention requirements.
• Office procedures, methods, and business systems.
• Microsoft Office Suite, including Excel, Word, Outlook, and database applications.
• Principles of customer service and stakeholder coordination.
• Compliance requirements related to operational and administrative processes.

Ideal Training and Education:

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.

Substitution: 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.

Required License or Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license. Individuals who do not meet the driver's license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.

Equipment Management Unit (Position Code 961) Valley Water Telework Program: Eligibility for telework will depend on the type of work performed, operational needs, and the ability for the employee to perform the essential functions of their job duties while teleworking. Employment with Valley Water requires employees to live within 150 miles of their primary physical work location located in San Jose, California by their start date.

This position is eligible for a hybrid telework schedule, typically working 40% remote and 60% onsite, after completion of the probationary period (one year).

Selection Process: The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview. The Employment Application, Qualifying Information Questions and/or Supplemental Questions will be evaluated based on the ideal candidate criteria listed above. Resumes are highly recommended. NOTE: Position and start date is subject to availability of funds. Valley Water retains the right to repost this position as deemed necessary. Consideration may be given to existing applicant pools within the same classification. Valley Water's Equal Opportunity Non-Discrimination Policy is available for review upon request. Valley Water will make reasonable efforts in the examination process to accommodate persons with disabilities. Please advise Human Resources in advance of any special needs by calling View phone number on click.appcast.io. Please be aware that once submitted all application materials become the property of Valley Water and will not be returned. Human Resources staff are not authorized to make copies of application materials for applicants.