Security & Facilities Operations Analyst I/II – (2300739)

To apply, applicants must complete an application via the City of San Jose’s website at www.sanjoseca.gov/citycareers.

Position and Duties

Please note that applications are not currently accepted through CalOpps or any other third-party job board application system.  To apply, applicants must complete an application via the City of San Jose’s website at www.sanjoseca.gov/citycareers

Under the direction of the Manager of Capital/ Facilities, Logistics and Safety, this position is responsible for performing work of considerable difficulty managing operations focused around ensuring project management and coordination of facilities improvement projects, and implementation of security related initiatives at all of the 24 SJPL branches and providing a safe and welcoming environment for staff and the public.

The Security and Facilities Operations Analyst will have direct contact with library staff, administration, customers, and community stakeholders as well as serve as the project and budget liaison between other city departments such the Public Works Department, Police Department, PRNS Department. They will be responsible for the implementation of a security assessment recommendations, including but not limited to facilities improvements and repairs, support the department with tracking project expenditures, creation of reports and operational workflows, trainings, as well as conduct data analysis as requested.  These efforts will work to ensure a comprehensive and data informed capital improvement program, establish improved facilities management workflows, improve project coordination and implementation, as well as provide maximum safety and accessibility to San José Public Library patrons and employees.

Project Management and Stakeholder Engagement  

• Organizes and presents research, analytical reports, and operational protocols
• Formats contract payment information into understandable, workable, reports as directed by the Manager
• Reviews facilities improvement projects, work orders, deferred maintenance schedules, and building life cycle analysis to ensure compliance with standard operating procedures, federal and state regulations, or other city standards/guidelines.
• Organizes and presents verbal and written research and analytical reports on capital and construction costs, market standards for projects.
• Develop and maintain an implementation plan for security assessment recommendations, including but not limited to facilities improvements.
• On occasion, may attend project scoping meetings with Executive Leadership Team, City Budget Office, program managers, Public Works, PRNS, Police, City Manager’s Office and contractors as necessary.
• Research the industry construction cost, generate report on market escalation factors for facilities and security improvement projects and report and discuss with Program Manager.
• Support the Manager with preparing reports and written communication to provide Library Branch Managers and Public Services Staff with a thorough Annual Report of facility and security status of each branch/ facility.
  Review library operations policies and business process and analyze data and information to identify operational improvement opportunities.

Tracking of Budget and Project Expenditures 

• Tracks the department’s Capital Improvement Plan Budget, including communicating ideas and recommendations through verbal and written reports on Capital Budget Spending, Bond Status Reporting, and Grant Related Implementation.
• Prepares or assists in preparing the forms and documents used in capital project budget preparation, entering and verifying data and assisting in the preparation of the overall project and unit operations budget.
• Supports Program Manager and Deputy Director of Operations in presenting data, preparing documents, and reports to personnel in Public Works, PRNS, and City Manager’s Office.
• Perform related research using publicly available data sources, implement partner training and format project data in accordance with change requests by the Program Manager, City Budget Office Personnel, Library Administrative Officer, and as needed to the Executive Leadership Team.
• Works with Library Finance and Business team to create and maintain complex budget databases.
  Generate complex financial status reports, building/facilities improvement/s maintenance spending report, and grant implementation/spending reports in accordance with state guidelines, federal regulations, and city contracting policies.
• Works with Library Finance and Business team to create and maintain complex budget databases in order to generate reports related to security improvements, security assessment recommendations, and any additional grant implementation/spending reports in accordance with state guidelines, federal regulations, and city contracting policies.

Competencies

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.

Qualifications

Minimum Qualifications 

Analyst I – A Bachelor’s Degree from an accredited college or university.

Analyst II – A Bachelor’s Degree from an accredited college or university AND 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.

Acceptable Substitution:  Additional years of experience in a position comparable to the Staff Specialist with the City of San José in areas such as budget, finance, grant administration, organizational analysis, general administration or human resources may be substituted for the education requirement on a year for year basis.

Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that 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.

Selection Process

The selection process will consist of an evaluation of the applicant’s training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews.

You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response. You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.

1. Describe your experience tracking inventory costs and expenditures, as well as creating operational guidelines, policies, and procedures for department-wide adoption.  
2. Describe your experience working and collaborating with cross functional work units? Please elaborate on your role, how you managed your time and coordination with others to meet your goals and deadlines.
3. Describe your experience working on a complex project where you were required to perform analytical work of considerable difficulty and formulate recommendations? Please elaborate on the steps you took in completing the analysis. If your recommendations were implemented, what were the results? If you have questions about the duties of these positions, the selection or hiring processes, please contact Aletia Egipciaco at aletia.egipciaco@sanjoseca.govAdditional Information Analyst I/II bargaining unit is MEF

The application deadline is Wednesday,  May 31st on the final filing date. Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov and we will research the status of your application.

Per the City’s COVID-19 Mandatory Vaccination Policy, the City requires all new hires to provide proof of vaccination as a condition of employment absent an approved medical or religious exemption. “Fully vaccinated” means the employee has received two doses of Pfizer, Moderna or Novavax or a single dose of Johnson & Johnson.