Staff Analyst - Facilities & Fleet Operations

Staff Analyst - Facilities & Fleet Operations

Salary

$112,569.60 - $144,019.20 Annually

Location

5750 Almaden Expressway, San Jose, CA, CA

Job Type

Full-Time

Job Number

01997-E

Division

General Services

Unit

Equipment Management

Opening Date

07/01/2026

Closing Date

7/15/2026 11:59 PM Pacific

• Description
• Benefits
• Questions

Description

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.

Our Commitment:

We are committed to building and sustaining a working environment where all individuals are respected and valued. We believe every member of our team brings unique perspectives that enhance our ability to serve the public effectively. By fostering a workplace with employees from the communities we serve, we broaden our collective understanding of the world around us and strengthen our mission to equitably provide safe, clean water, natural flood protections, and environmental stewardship.

About Valley Water:

Valley Water is a public agency with an operating and capital budget of $964 million, and over 900 employees. With headquarters in San José, Valley Water provides water supply, enhances streams and watersheds through creek restoration and habitat protection, provides flood protection for homes, schools, businesses and roadways, and partners with other agencies to provide trails and open space for the community.

Who We Are:

To learn how Valley Water provides safe, clean water and environmental stewardship for the Santa Clara community, please click here

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 as assigned.

Ideal Candidates Background Includes:

Applicants whose experience and background best match the ideal experience, knowledge, skills, abilities, and education are considered ideal candidates for the position. To determine the top candidates, each applicant will be assessed based on the ideal candidate criteria as listed below.

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 drivers license. Individuals who do not meet the drivers license requirement due to a disability will be considered for a reasonable accommodation on a case-by-case basis.

To review the Classification Specification, please click here

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

(1) The selection process may include one or more of the following: application review, application assessment, performance exercise, written exercise and/or interview.

(2) 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 Waters 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 408-630-2260.

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.

The Santa Clara Valley Water District, now known as Valley Water, offers a comprehensive benefit package including, vacation, holidays, and sick leave as well as medical, dental, vision, EAP, life and disability insurance. In addition, Valley Water participates in the California Public Employees Retirement System (PERS). To view a summary of benefits, click here

01

I acknowledge that I have entered my Work Experience and Education on the employment application, and I am aware these are required fields. If they are not completed, the application is considered incomplete, and I will be disqualified as an applicant for the position.

• Yes
• No

02

Please answer the supplemental questions thoroughly, clearly, and concisely as the responses provided (along with the application) will be carefully reviewed to determine which candidates will move forward in the recruitment process. Responses that refer to attachments (e.g., "see resume") will not be considered. Each question must be answered in full to ensure a fair and complete evaluation. I have read this information and am aware of the importance of responses to the supplemental questions.

• Yes
• No

03

Please list the highest degree of education achieved.

04

How many years of experience do you have performing administrative, technical, operational, or analytical support duties?

• 0-3 years
• 3-5 years
• 5-7 years
• 7+ years or more

05

Please select the areas in which you have professional experience. (Check all that apply.)

• Facilities Operations
• Fleet Operations
• Maintenance Operations
• Public Works
• Utilities
• Procurement/Purchasing
• Budget Administration
• Asset Management
• Vendor Management
• None of the above

06

Please select years of experience supporting operational programs such as facilities & fleet, and maintenance.

• 0-3 years
• 3+ years or more

07

Describe your experience supporting operational programs such as facilities, fleet, maintenance, public works, or administrative services. Include examples of your experience with invoice processing, procurement activities, budget tracking, records management, reporting, and coordination with multiple stakeholders.

08

Employment with Valley Water requires employees to take an Oath as a Disaster Service Worker within California and to live within 150 miles of Valley Water Headquarters in San Jose, California by the start date. Valley Water does not cover relocation costs. If you live further than 150 miles from Valley Water Headquarters, please discuss your willingness to relocate if offered the position. If this does not apply to you, write "N/A".

09

Please list the full name of the regular/permanent Valley Water employee who referred you to this position (only one name will be accepted, so if multiple are listed, the first name provided will be documented as the referring employee). If this does not apply to you, write "N/A".

Required Question

Employer Santa Clara Valley Water District (CA)

Address 5750 Almaden Expressway

San Jose, California, 95118

Phone 1-408-630-2260

Website https://www.valleywater.org