Analyst I/II (Finance and Business Services) - Library Department

Job Description:

Analyst I/II (Finance and Business Services) - Library Department

Description

Our diverse and inclusive workforce of more than 7,000 employees play a key role in the success of San José, the heart of the Silicon Valley. All City of San José employees work together as one team to make San José a vibrant, innovative, and desirable place to live and work. Visit here to learn more about our One Team Leadership Values and Expectations, including quality and excellent customer service and here to learn more about San José.

The City of San José is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of San José is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at 408-535-1285, 711 (TTY) , or via email at [email protected] .

About the 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!

Position Duties

DUTY NO.

TYPICAL CLASS ESSENTIAL DUTIES : (These duties and estimated frequency are a representative sample; position assignments may vary depending on the business needs of the department.) Duties may include, but are not limited to, the following:

FREQUENCY*

1.

Gathers, organizes, and analyzes data relating to specific assignments which require research from which conclusions can be drawn; prepares analyses and reports with recommendations/options; explains report recommendations and conclusions to customers.

Daily

2.

Obtains data and other information from operating departments through use of questionnaires, personal visit, and otherwise as indicated; assembles, arrays, processes, and analyzes data; prepares studies and reports as indicated; and proposes or suggests appropriate action to supervisor/management.

Daily

3.

Confers with departmental management and others on administrative problems; gathers and analyzes facts about departmental organization, staffing, and work load; evaluates and prepares recommendations on departmental requests for program changes; provides for and assists in the installation of improved systems or organization; and prepares and revises policy and procedures manuals and instructional materials.

Daily

4.

May assist in training less experienced professional staff in work methods and procedures. Acts as a lead/subject matter expert with newer staff who frequently ask questions or ask for direction pertaining to past/best practices.

Daily

5.

Supervises clerical or technical personnel in administrative support functions as assigned. May provide lead direction and training to support staff by assigning, reviewing and providing feedback on tasks.

Daily

6.

As assigned, provides highly technical support in determining the organization, administration, operations, and functions of an operating department or division by developing the organizational unit, identifying lines of authority and supervisory responsibility, and recommending on the number and organizational assignments for all authorized positions in the department.

Daily

7.

As assigned, provides professional support within an assigned human resources program area such as recruitment, selection, classification, compensation, workers compensation, and training; coordinates program services internally and externally, performing administrative and technical tasks to deliver program services.

Daily

8.

As assigned, investigates and attempts to resolve customer complaints and/or inquires.

Daily

9.

As assigned, participates with groups in analyzing and evaluating community conditions and needs; offers guidance and counsel in the establishment of goals and techniques of achievement.

Daily

10.

As assigned, provides support to the City’s and department’s budget process; reviews budget requests; summarizes findings; assembles and analyzes data; proposes or suggests appropriate actions including reallocation of resources; works with operating departments to facilitate budget proposal preparation and execution of adopted budgets.

Daily

11.

As assigned, provides professional support within a department’s fiscal program; reviews and prepares accounting transactions such as journal vouchers, encumbrance reviews, liquidations, and billings and receivables. May respond to internal and/or external auditors’ questions and/or requests as needed. Assists project managers with processing special payroll requests. Assists in, and/or prepares and distributes a variety of fiscal reports and documents.

Daily

12.

As assigned performs grant sourcing, fiscal oversight and administrative tasks; reviews grant proposals and, working both internally and externally, develops applications and work/implementation plans for grant projects; designs and maintains an individual monitoring system for each grant project; participates in the development of grant contracts; negotiates scope, goals, outcome measures and schedules; prepares draft contracts and supporting documentation; monitors grant activities to ensure they remain in scope with terms and conditions for the grant; tracks grant spending to ensure that funds are expended within the grant terms and conditions; prepares and distributes reports on grant operations and activities.

Daily

13.

Performs other related duties as assigned.

As Required

*Frequency defined as Daily/Several Times, Daily, Weekly, Intermittent, or As Required
Salary Information

The salary ranges for the Analyst I/II classifications are:

Analyst I: $ $92,994.72 - $113,022.00 Analyst II: $ $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 San José Public Library is currently seeking to fill one (1) Analyst I/II vacancy that will report to a Senior Analyst of the Finance and Business Services (FBS) Unit. The Finance and Business Services Analyst’s primary role is to support the development, monitoring, reporting and administration of the Library’s annual operating and capital budget. The Analyst manages a broad range of fiscal, budgetary, accounting, and administrative functions, including, but not limited to, budget development, monitoring and tracking expenditures, and contract and procurement support. The position is responsible for tracking budget performance, analyzing financial data, preparing financial reports, and providing recommendations to support informed financial decision-making. This position services as the primary liaison for coordination between various Library units, Finance Department, City’s central Budget Office, and other internal stakeholders to ensure accurate financial reporting and compliance with City policies and procedures.

Key responsibilities include, but are not limited to, the following:

• Assisting in the development, administration, and monitoring of the Library‘s annual operating and capital budgets.
• Accurately tracking and monitoring departmental expenditures, revenues, appropriations, encumbrances, and budget balances while maintaining complete and accurate financial records.
• Performing financial calculations, forecasting, variance analysis, and trend analysis to support budget planning and fiscal decision-making.
• Producing timely and accurate monthly and ad hoc budget and fiscal reports for budget and expenditure tracking for Library project managers and Library management.
• Preparing informational reports, memoranda, presentations, and other written materials; assembling and analyzing data, summarizing findings, proposing or suggesting appropriate actions including reallocation of resources.
• Providing analysis and technical expertise in the administration of fiscal and accounting related activities, including payroll, accounts billable/payable, procurement, contracts/grants, and other fiscal operations.
• Reviewing and approving financial transactions, purchase orders, and awarded contracts to ensure accuracy and compliance with policies and funding guidelines.
• Developing, revising, and maintaining fiscal policies and procedures, instructional materials, and standardized business processes; designing and maintaining a monitoring system, tracking tools, dashboards, and reports.
• Providing budget guidance, fiscal training, and technical assistance to Library managers, project managers, and unit leads regarding budget planning, expenditure tracking, and financial policies.
• Collaborating across Library and City departments to facilitate budget requests, resolve fiscal issues, and support organizational goals.

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.

Other Qualifications

(Incumbents may be required to have different combinations of the listed qualifications, or more specific job-related qualifications depending on the position.)

Basic Competencies
(Needed at entry into the job in order to perform the essential duties.)

• 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 .
• Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
• 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.
• Continuous Improvement - Actively identifies new areas for learning and regularly creates and takes advantage of learning opportunities.
• Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.
• Decision Making - Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.
• 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.
• Reliability - Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate.

Selection Process:

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to all the job specific questions. You must answer all questions to be considered, or your application may be deemed incomplete and withheld from further consideration. Only those 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.

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 [email protected] 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 benefits pagefor 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 website. You will be able to view information based on different Sworn/Federated job classification.

In additional to the benefits above, there is an additional perks siteto 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.

Closing Date/Time: 7/13/2026 11:59 PM Pacific

Salary:

$92,994.72 - $123,330.48 Annually