Senior Analyst - Human Resources Department

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 CityCareers@sanjoseca.gov.

About the Department

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 CityCareers@sanjoseca.gov.

Position Duties

The Human Resources Department is currently seeking to fill 1 full-time Senior Analyst vacancy in the Strategic Support Division.

Under direction of the Administrative Officer for HR, and HR Executive leadership, the Senior Analyst works closely with the Human Resources Employment, Benefits, and Strategic Support teams. This position also works very closely with Finance-Payroll, Office of Employee Service (OER) and Information Technology (IT). This Senior Analyst performs the technical upgrades, implementations, queries, system changes, union negotiated changes, etc. in regard to the City of San José’ Human Resources Information Systems (HRIS), currently PeopleSoft, in the areas of recruitment, benefits and compensation, and performance management. 

This position requires a deep understanding of programming (SQL) for query and report writing, deep understanding in the knowledge of PeopleSoft related to the configuration and testing of upgrades, new benefit plans, payroll changes, union changes, etc. This position will also be involved in understanding the connection between NeoGov (the City’s Applicant Tracking System) and the HRIS. Data flows between the systems and this position will need to understand how they work together to pull and push data. 

This Senior Analyst works closely with another Senior Analyst in the Strategic Support HRIS team over the transactional side of PeopleSoft and will be cross trained to back-up the other Senior Analyst. 

Duties of the position may include:

• System configuration for Benefits Administration as related to change of benefits plans and/or providers, Memorandum of Agreement (MOA) changes, compliance, etc.
• System configuration on HRIS for Human Resources as related to pay, probation, hires, separations, MOA changes.
• Work with and coordinate efforts with Payroll and I.T. related to administration of leaves of absences (Vacation, Executive, Personal, Sick, FMLA/CFRA, etc.)
• Time & Labor: Coordinate with Payroll on changes to Time and Labor Workgroups and Time Reporter configuration due to MOA changes, or new/deleted job classifications.
• Benefits Provider Implementation: In coordination with IT, lead the technical and operational implementation of new benefit providers, ensuring proper system setup, testing, and integration of electronic data interchanges (EDI).
• Provide analysis and support by researching and resolving HRIS problems, unexpected results, and process errors.
• Monitor and update HRIS system settings and configurations to ensure compliance with Federal, State, and City regulations.
• Work with benefits providers, I.T. Staff, and HR Staff to establish and maintain electronic data interchanges, including support of employee and manager self-service functions.
• Lead HR effort for HRIS system upgrades, including testing and post-implementation communication and monitoring
• HR Representative for necessary meetings with IT, OER, HR, Finance and with the HRIS software contractors.
• Create/maintain HRIS Software queries and reports– often requiring SQL coding.
• Run and Maintain Standing Reports / Ad-hoc queries, as required.
• Generate interface and check/correct data for upload for required compliance reporting, including but not limited to Affordable Care Act, Department of Justice, and Equal Employment Opportunity Commission, as required.
• Lead and support with HR’s Fiscal and Calendar year-end tasks.
• Support or lead the HR Divisions with improvement and automation projects, liaising between HR, Payroll, and IT/Consultants.
• Supporting Human Resources Department equity and inclusion efforts.
• Other duties as assigned.

The ideal candidate for this position will be knowledgeable in the configuration side of an HRIS System (preferably PeopleSoft), ability to foresee challenges and system issues and solve for them prior to implementation. This candidate should be a thoughtful leader who combines interpersonal skills, strong communications and organizational skills, an inquiring mind, an ability to collaborate with and manage people and projects at all levels of government, comfort with dynamic environments, flexibility, and the ability to independently think through solutions.

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. Confers with department managers on the more difficult management/ administrative problems, supervises or leads in gathering facts and data for problem resolution; evaluates, prepares reports and recommendations for improved City departmental operations, services systems or organizational methods; implements goals, objectives and guidelines utilizing resources effectively to improve efficiency and effectiveness. Daily/Several Times
2. Prepares and monitors the department or division budget; prepares revenue estimates and forecasts; establishes fees and charges; prepares and monitors operating and capital budgets, grants, contracts, and other financial transactions. Daily/Several Times
3. Analyzes organizational structures, functions, procedures, and practices; provides analyses and recommendations of various kinds and levels of services provided by City government, authorized manpower, and other budgeted resources; recommends process improvements/alternative service delivery models. Daily/Several Times
4. Negotiates, develops contracts, grants and special funds to meet specific City or department needs; prepares bids and specifications; monitors timely fulfillment of deliverables by contractor/consultant, reviews compliance of contractor/consultant work progress and accuracy of consultant/contractor billing submitted for work completed. Daily/Several Times
5. Manages, supervises, or coordinates administrative and analytic staff support activities in a variety of departmental functions, providing the direct planning, management and monitoring of services in assigned area. Daily/Several Times
6. Consults with administrative, supervisory and line personnel of City departments in determining training and educational needs; establishes and monitors in-service training programs; conducts regular safety training programs for supervisory or line personnel; and participates in employee relations. Daily/Several Times
7. Confers with departmental officials to determine personnel needs and provide assistance on Human Resources services, including recruitment, classification and compensation studies, employment examinations, workers compensation, and performance management at a Department or City-wide level. Daily/Several Times
8. Uses automated data processing applications, including spreadsheets and databases, to analyze and present information; uses word processing software to review, revise and format documents for department needs and record keeping; uses e-mail system, calendaring and scheduling with effective, clear and concise written communication. Daily/Several Times
9. Supervises subordinate supervisory and other staff to include: prioritizing and assigning work; conducting performance evaluations; ensuring staff are trained; and making hiring, termination, and disciplinary recommendations. Evaluates training needs and workload balance for staff and prepares plan for implementation. Daily
10. Ensures that the administrative function supervised is in compliance with complex federal and state laws, rules and regulations, and local codes and standards. Implements changes to processes required by changes in legislation. Weekly
11. Performs other related duties as assigned. As Required

*Frequency defined as Daily/Several Times, Daily, Weekly, Intermittent, or As needed

Minimum Qualifications

Education and Experience

A Bachelor’s Degree from an accredited college or university and four (4) years of increasingly responsible experience in general management/administrative analytic work in the areas of budget, finance, grant administration, organizational analysis, general administration, human resources, or related field in general analytical work.

Acceptable Substitution

One (1) year of additional education above the Bachelor’s Degree level may be substituted for one (1) year of the required management/administrative analytic work.

Required Licensing (such as driver’s license, certifications, etc.)

Possession of a valid State of California driver's license may be required for some assignments.

Form 700 requirement

This position requires a disclosure of outside investments, real property interest, income, and business positions. You must complete and file an “Assuming Office Form 700” with the City Clerk’s Office within the first 30 days of employment with the office.

Other Qualifications

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.

Basic Competencies

• 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.
• 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.
• Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promote job performance.
• Leadership – Leads by example; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, allowing others to learn from mistakes; provides motivational support and direction.
• Planning - Acts to align own unit's goals with the strategic direction of the organization; Defines tasks and milestones to achieve objectives, while ensuring the optimal use of resources to meet those objectives.
• 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.
• Supervision - Sets effective long and short-term goals based on a good understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; assigns decision-making and work functions to others in an appropriate manner to maximize organizational and individual effectiveness.

Selection Process

The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the job specific questions. 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 be advised that use of AI content in your responses may result in your removal from the hiring process.

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 CityCareers@sanjoseca.gov and we will research the status of your application. 

Closing Date/Time: 2/11/2025 11:59 PM Pacific

• 

• City of San Jose

• 408-535-1285