Staff Analyst – Facilities & Fleet Operations

About the role

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.

Responsibilities

• Provide technical, administrative, and procedural support for Facilities and Fleet operations, including tracking service requests, work orders, vendor documentation, records, correspondence, and operational information.
• Aid 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.
• Cook up 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.
• Absorb 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.
• Afford meeting coordination, agenda preparation, documentation, and tracking action items.
• Perform related duties as assigned.

Requirements

• 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.

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.
• Cook up 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.

Qualifications

• 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.
• 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.

Benefits

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