Salary: $92,994.72 - $123,330.48 Annually
Location : San Jose
Job Type: Full-Time
Job Number:
DEPART: Library
Opening Date: 07/23/2026
Closing Date: 8/13/2026 11:59 PM Pacific

Position Duties
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.
Minimum Qualifications
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.

Other Qualifications
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
Additional Information:

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.

You must answer all job-specific questions to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. Applicants are expected to write their own essays/responses.

Please note that applications are currently not accepted through CalOpps or any other third party job board application system.

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

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 and we will research the status of your application.

AI and the Hiring Process

We recognize that Artificial Intelligence (AI) is becoming part of daily life and can be a valuable tool for learning, research, and professional growth. We encourage candidates to use AI responsibly as a support in preparing application materials, live assessments, and interviews. However, we value authenticity, accuracy and truthfulness. Application responses and interview answers must reflect your own knowledge, skills, and experiences. While AI can supplement preparation, it cannot replace the originality and judgment we look for in our employees. This ensures fairness, transparency, and equity for all applicants in the hiring process.
The City of San Jose offers a wide range of core health benefits including Medical, Dental, Vision, Employee Assistance Program, Life Insurance, Disability, and Savings Plans. Please visit the City's for detailed information on coverage, cost, and dependent coverage.

For information on the City's Retirement Plan(pension for full-time employees), please visit the Office of Retirement Services You will be able to view information based on different Sworn/Federated job classification.

In additional to the benefits above, there is an to explore further benefits of working for the City of San Jose like paid leave, educational reimbursements, and holiday pay are specific to the job classification and union membership.
01

What is the highest level of education you have completed?

• High School Diploma or the equivalent (GED)
• College (1 to 29 semester units/ 1 to 44 quarter units)
• College (30 to 59 semester units/ 45 to 89 quarter units)
• College (60 to 89 semester units/ 90 to 134 quarter units)
• College (90 to 119 semester units/ 135 to 179 quarter units)
• College (120 or more semester units/ 180 or more quarter units)
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctoral Degree
• Other
• None of the above

02

If you have a bachelor's degree or higher from an accredited college or university in a related field, please state the field of study and the issuing accredited college or university.
03

The Analyst II position requires two (2) years of increasingly resp