Administrative Analyst II

Salary : $96,884.00 - $135,637.00 Annually
Location : Menlo Park, CA
Job Type: Full-Time
Job Number: 2026-00059
Division: Rail
Opening Date: 06/13/2026
Closing Date: 7/5/2026 11:59 PM Pacific


General


The Administrative Analyst reports to the Manager Rail Operations and is responsible for administering the Caltrain Operations & Maintenance Division document control program and supporting Caltrain's Right-of-Way (ROW) Maintenance team for the PCJPB (Caltrain).

Essential Functions & Duties

• Manages the document lifecycle processes, supports records retention and reporting requirements; coordinates SharePoint-based document control activities, and helps ensure that operational documents and required submittals meet procedural and compliance standards.
• Administers and maintains the Caltrain Operations document control system and associate records management processes.
• Provides administrative support to the ROW maintenance team managing capital projects documentation, and contractor operations and service delivery
• Monitors Caltrain's contract operator's compliance with submittals and maintenance of records in accordance with contract requirements and federal regulations.
• Ensure railroad operations and maintenance documents are current, accurate, properly tracked and routed, and maintained in compliance with established procedures and standards.
• Coordinates document review, approval, retention, and update cycles with internal and external stakeholders.
• Monitors and assess document quality, required submittals, compliance status, and document lifecycle tracking.
• Supports SharePoint system administration, user access control, reporting, and continuous process improvement related to document control. Supports continuous process improvement through data analysis, data management, and the use of Power BI and Power Automate to enhance document control tracking, reporting, workflows, and operational efficiency.
• Collaborates with the Engineering, Capital and Modernization Division's Document Management group to identify opportunities to streamline business practices and consolidate functions where appropriate.
• Participates and/or leads staff working groups or other forums to define opportunities for process improvements

Examples of Essential Duties:

• Manages the day-to-day administration of the document control SharePoint system to ensure documents are current, properly routed, and maintained in accordance with established procedures.
• Review Contractor O&M reports and provide data analysis to ensure information is for accurate, current, accessible, and compliant with agency procedures and applicable requirements.
• Coordinates with the Information Technology Department on SharePoint enhancements, permissions, troubleshooting, and tools that support Rail Operations document control activities.
• Reviews documents submitted by internal and external stakeholders, including required submittals from the contract operator, for completeness, accuracy, compliance with standards, and proper lifecycle tracking.
• Conducts quality assurance and quality control reviews of reports and other documentation; identifies deficiencies and escalates issues to management, as appropriate.
• Develops, maintains, and updates tracking and reporting tools for document control activities, required submittals, compliance issues, document expiration dates, scheduled reviews, and recurring updates.
• Administers internal and external user access to the SharePoint system, maintains access records, and supports compliance with established access control protocols.
• Prepares monthly status reports; updates document control and records management procedures; attends meetings, maintains notes or minutes as assigned, and follows up on action items related to document control or rail operations programs.
• Processes contract handover documentation for capital projects, including asset registers, maintenance plans, agreements, and related records, to support accurate turnover, document control, and operational readiness.
• Supports ROW Maintenance operations and service delivery by coordinating, tracking, and processing work orders and related documentation, including site visits and field audits to validate records, assess compliance, and identify contractor performance issues or discrepancies.
• Perform all job duties and responsibilities in a safe manner to protect one's self, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures in an effort to reduce or eliminate accidents.
• Perform other duties as assigned.

Minimum Qualifications


Sufficient experience, training and/or education to demonstrate the knowledge and ability to successfully perform the essential functions of the position. In lieu of a degree, work-related experience that demonstrates the skills and experience necessary to perform this role will be accepted. Development of the required knowledge and abilities is typically obtained through but not limited to:

• Bachelor's degree in business administration, information management or related fields. In lieu of a degree, six (6) years of full-time work experience.
• Two (2) years of experience with document control or data management and analysis
• Valid California driver license with safe driving record is required or the ability to obtain a license within 6 months of employment.
• Required to work outside regular business hours when required

Preferred Qualifications:

• Proficient in Microsoft 365 applications.
• Experience using SharePoint or similar electronic document management systems.
• Experience preparing reports, logs, and tracking tools to monitor document status and required submittals.
• Experience working in a public agency, transit, rail, transportation, construction, or other regulated environment.
• Strong organizational skills and attention to detail
• Ability to lift up to 30 lbs. and stand or walk for extended hours during inspections

The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.
How to Apply

• Complete an online employment application by 11:59 p.m. of the listed closing date. Resumes and cover letters will not be accepted in lieu of fully completed applications. It is the applicant's responsibility to ensure that applications are completed with all relevant information (experience, education, certifications, licenses, references and/or other information).
• The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.
• We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.

Below is a summary of the comprehensive benefits provided to District full-time employees:


Health and Welfare Benefits:

• Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program. The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
  
  
• Free Dental and Vision Benefits provided - Employer Covers Premiums
  
  
• Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.

• Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.

Retirement Medical Benefits:

• Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
  
  
• Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.

Holidays and Paid Time Off:

• Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.25 hours). As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
  
  
• Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
  
  
• Floating Holidays - District employees can earn up to five (5) floating holidays.

Financial Planning Benefits:

• Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.

• CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
  
  
• Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
  
  
• Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
  
  
• Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.

Growth and Education Benefits:

• Professional Development - Access to LinkedIn Learning and San Mateo County's professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
  
  
• Computer Loan Program - Interest-free two-year loan with a maximum amount of $2,000.

Other Amazing Benefits:

• Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
  
  
• Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
  
  
• Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.

For union employees, all of the above benefits are subject to the employee's Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.