Salary : $84,558.00 - $126,838.00 Annually
Location : San Carlos, CA
Job Type: Full-Time
Job Number: Division: Safety & Security
Opening Date: 09/12/2025
Closing Date: 10/5/ :59 PM Pacific
General This position reports to the Director, Safety & Security. It is responsible for providing a variety of assignments, including budget management, monthly executive reports, coordinating the department's administration workflows, accident research with various stakeholders, and contract cost compliance and analysis, to name a few.
Essential Functions & Duties - Audit JPB and SAMTR Invoices with attention to detail when auditing invoices (hours, rates, job description) against JPB and SAMTR Safety & Security Contracts. Determine which line items are JPB or SAMTR. Review, audit, and pre-approve all invoices for both JPB and SAMTR.
- Assist in developing and monitoring the department's annual budget, including tracking expenditures, forecasting costs, and ensuring alignment with financial goals and district guidelines.
- Prepare and distribute the monthly Safety Executive Report, providing a comprehensive summary of bus accidents across the District. The report includes the Accident Preventable Frequency Rate (APFR) per 100,000 miles and highlights key safety trends and insights.
- NTDEditor- Collects,organizes,and interpretstransitdatainpreparationfor monthlyNTDreportingandentersdatain"secure.login.gov"(FTANTDlogin portal).
- Manage departmental procurement card (P-Card) transactions, including making purchases, maintaining supporting documentation, and reconciling monthly statements in compliance with the District's policies and procedures.
- Manage the Accident Review Committee (ARC) process by recording accidents in the accident log and creating accident grading letters. Creation of an accident spreadsheet and logging of accident reports received.
- Audit vendor or contract invoices for discrepancies. Resolve findings and assure contract compliance.
- Request, review, and process information from police reports and in-house accident reports.
- Schedule and coordinate meetings, seminars, conferences, and training sessions for departmental staff; act as meeting and/or committee secretary, including preparing agendas and informational packets, setting up meeting rooms, and taking and transcribing minutes.
- Review and analyze field reports (bus accident reports) to determine which are to be forwarded to the third-party administrator/Legal/Claims.
Minimum Qualifications Sufficient education, training, and experience to demonstrate the knowledge and ability to perform the essential functions of the position successfully. Development of the required knowledge and abilities is typically obtained through, but not limited to:
• Possesses a bachelor's degree in business administration, Public relations, and/or a related field.
• Three years of full-time Administrative Analyst experience
Preferred Qualifications: • Effective oral and written communication skills.
• Experience with problem-solving, data, and research collection.
• Strong Attention to detail.
• Organizational skills, administrative experience, Computer literacy, Bookkeeping, Analytical skills, and Office management experience.
The selection process may include a panel interview, written and skills test assessments, or supplemental questions. Only those candidates who are the most qualified will continue in the selection process. Meeting the minimum qualifications does not guarantee an invitation to continue in the process.
How to Apply - Complete an online employment application by 11:59 p.m. of the listed closing date. Resumes and cover letters will not be accepted in lieu of fully completed applications. It is the applicant's responsibility to ensure that applications are completed with all relevant information (experience, education, certifications, licenses, references and/or other information).
- The Human Resources Department will make reasonable efforts in the recruitment/examination process to accommodate applicants with disabilities upon request. If you have a need for an accommodation, please contact the Human Resources Department.
- We celebrate diversity and are committed to creating an inclusive and welcoming workplace environment. We are an Affirmative Action/Equal Opportunity Employer. Minorities, Women, Persons with Disabilities and Veterans are encouraged to apply.
Below is a summary of the comprehensive benefits provided to District full-time employees:
Health and Welfare Benefits:
- Healthcare Benefits -District employees are offered a choice of healthcare providers under the CalPERS Health Benefits Program. The District will contribute ninety (90) percent towards monthly premiums for full-time employees. Fifty (50) percent for part-time employees.
- Free Dental and Vision Benefits provided - Employer Covers Premiums
- Free Employee Assistance Benefit - Employees are entitled to 5 face-to-face sessions or telephonic or web-video consultations for problem-solving support per incident, per calendar year.
- Flexible Spending Accounts - Pre-tax dollars to pay for qualified Health or Dependent Care expenses.
Retirement Medical Benefits:
- Long Term Disability Insurance - After 90 days of total disability, Administrative full-time employees are eligible for 60% of monthly income covered by the District.
- Health and Wellness - Gyms located at most work locations and discounted Weight Watcher Membership Option.
Holidays and Paid Time Off:
- Paid Time Off - Newly hired employees accrue 6.5 hours bi-weekly when hired (if Exempt 8.25 hours). As you move up in years of service credit, the rate of the amount of PTO accrued will also increase.
- Paid Holidays - The District provides seven paid holidays throughout the year - New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day (July 4th), Labor Day, Thanksgiving Day and Christmas Day
- Floating Holidays - District employees can earn up to five (5) floating holidays.
Financial Planning Benefits:
- Pension Benefits through CalPERS -You must have a minimum of 5 years of service to be eligible for this pension.
- CalPERS PEPRA vs. Classic - All employees hired on, or after January 1, 2013, are considered PEPRA members and will contribute 8% of their salary up to the maximum IRS cut-off. All Classic members will contribute 6%
- Deferred Compensation Options - Select to contribute to one or both of our Tax Deferred Compensation Options
- Reliance Standard Life Insurance with 100% premium paid by the District - 1 times annual salary of employee - max $200,000
- Optional Life Insurance - Employees may purchase additional life insurance for themselves and their eligible family members.
Growth and Education Benefits:
- Professional Development - Access to LinkedIn Learning and San Mateo County's professional training. District Tuition Reimbursement Program - A maximum of $5,250 per year for courses related to your job or career goals with the District.
- Computer Loan Program - Interest-free two-year loan with a maximum amount of $2,000.
Other Amazing Benefits:
- Credit Union - Employees and family members are eligible to join the San Mateo Credit Union and Patelco Credit Union.
- Employee Clean Commute (ECC) - Car/Van poolers and Public Transit riders receive a monthly reimbursement.
- Commuter Benefits - Free Employee Parking; Free Bus Pass for employee as well as children/spouse; Clipper Card/Go Pass Program for Central employees.
For union employees, all of the above benefits are subject to the employee's Collective Bargaining Agreement. Benefits listed are also subject to change with or without notice and are subject to contract/provider terms and conditions.
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Are you able to work on site in San Carlos, CA?
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How many years of professional administratove analyst experience do you have?
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What is your highest level of education?
- High School Diploma or GED
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- Doctoral Degree
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Do you have a Bachelor's degree or higher in Business Administration, public relations, or a related field?
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Do you have experience working in a government agency?
Required Question
