Facilities Analyst I/ II - Library Department

The award-winning San José Public Library (SJPL) consists of more than 600 employees, a 23% bilingual workforce, and has 24 branch libraries across San José, in addition to the Dr. Martin Luther King, Jr. Library, which is the city’s main library jointly operated through a unique partnership with San José State University. SJPL serves a diverse community of roughly one-million residents and currently has nearly 700,000 library members. It annually attracts over 6 million visitors (pre-pandemic) and circulates more than 8 million items per year.

Over the past few years, SJPL has cultivated a 21st century library experience dedicated to public service and committed to equity, diversity, and inclusion at the core. In addition to providing library services to the community, SJPL proudly leads two citywide initiatives - the Education and Digital Literacy Strategy and the SJ Access digital equity initiative, which has become the number one provider of free public access to Wi-Fi connectivity, tech device lending, and multi-lingual digital literacy programs and support. SJPL is led by Jill Bourne, City Librarian, who was nationally recognized in 2017 as Library Journal’s “Librarian of the Year.” 

SJPL enriches lives by fostering lifelong learning and ensuring that every member of the community has access to a vast array of ideas and information. The library department is a place where people do great work and make a difference in our community. To see examples of SJPL’s work and learn more about its impact, visit www.sjpl.org. Join us to make a difference!

Under the direction of the Program Manager of Capital/Facilities, Logistics and Security, this position performs complex analytical, administrative, and programmatic support work related to facilities maintenance and capital improvement projects across 25 locations of the San José Public Library system. A central function of this role is ensuring clear, consistent communication, accurate tracking of project and maintenance activities, and proactive follow-up to support timely completion of facilities work. The Facilities Analyst serves as a key liaison between library staff, multiple City departments, contractors, and external partners, ensuring that information flows effectively and that issues are tracked through resolution.

This position is responsible for monitoring facilities data, tracking project status and budgets, and supporting the implementation of capital improvements and repair priorities. The Facilities Analyst exercises independent judgment in evaluating issues, identifying gaps and impacts, and developing recommendations to improve coordination, accountability, and service delivery. 

Duties may include but are not limited to:

Project Coordination, Tracking & Communication

• Track and monitor the status of facilities projects, work orders, and deferred maintenance activities; maintain accurate records to ensure visibility and accountability
• Provide regular status updates to stakeholders, including project progress, delays, risks, and resolution timelines; ensure information is clear, timely, and actionable.
• Coordinate closely with with internal library staff, and other City departments (i.e., Public Works, Parks, Recreation, & Neighborhood Services, Environmental Services) to support the planning, scheduling, and execution of maintenance, repair, and capital improvement projects. 
• Serve as a primary point of contact for facilities-related inquiries; respond to issues, provide updates, and ensure consistent follow-up through completion.
• Proactively follow up on outstanding work orders, project milestones, and contractor deliverables to ensure timely progress and resolution of issues.
• Identify and escalate risks, delays, or gaps in service; recommend corrective actions and track outcomes.
• Participate in project scoping meetings, coordination sessions, and site assessments; document key decisions, action items, and next steps, and ensure follow-through.
• Support long-range facilities planning, including renovations, space utilization, accessibility improvements, and system-wide facility upgrades.

Research, Analysis & Reporting

• Analyze facilities, operational, and project data to identify trends, risks, and opportunities for improved efficiency, prioritization, and service delivery. 
• Develop and maintain tracking systems, reports, and workflows that support visibility into project status and facilities operations.
• Conduct research on facilities management best practices and cost trends to inform planning and coordination
• Prepare and deliver clear, concise written and verbal reports, summaries, and presentations on capital projects, facilities conditions, and operational performance.
• Assist in reviewing and evaluating existing procedures and workflows; recommend improvements and implement improvements that strengthen tracking, communication, and accountability. 

Budgeting and Financial Reporting 

• Tracks and monitor facilities-related project costs, including expenditures, encumbrances, and estimates. 
• Maintain systems records to ensure that project budgets, expenditures, and funding proposals have reference documents and supporting materials. 
• Prepare project replated cost proposals, including supporting  documentation, reports, and analysis for leadership and partner departments
• Coordinate with the Library Financial and Business Services Unit to ensure alignment between project tracking and financial reporting.
• Review contract payments and financial data for accuracy and completeness; follow up with vendors, stakeholders, and departments as needed to resolve discrepancies

Proposed language for schedule: 

This position generally follows regular business hours but may require evening and/or weekend work to support facility operations, planned events, emergencies, or other departmental business needs.

Education and Experience

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. 

Analyst I - salary range: $92,994.72 - $113,022.00

Analyst II - salary range: $101,468.64 - $123,330.48

All ranges include an approximate five percent (5%) ongoing non-pensionable pay. Actual salary shall be determined by the final candidate’s qualifications and experience.

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.  Desirable competencies for these positions may include:

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.

If you have questions about the duties of these positions, the selection or hiring processes, please contact Irina Orozco  at [email protected]