Facilities / Fleet and Projects Coordinator I/II - SMCL (Open and Promotional)

Full Job Description

San Mateo County Libraries is seeking two highly motivated candidates for the positions of

Facilities / Fleet and Projects Coordinator I/II

Position:

This position will support our Facilities, Fleet, and Projects Division.

We’re looking for collaborative, detail-oriented professionals who thrive in a dynamic, service-driven environment.

If you enjoy improving systems, coordinating complex work behind the scenes, and supporting welcoming public spaces and outreach vehicles, this is an exciting opportunity to join an award-winning, forward-thinking library system.

Working under the direction of the Facilities, Fleet, and Projects Division Manager, this role supports the administrative coordination and systems that help our libraries and vehicles operate smoothly across 13 community library locations and administrative sites.

The Program Coordinator helps coordinate facilities, fleet, and project-related workflows, maintains tracking systems and documentation, supports vendor and County partner coordination, and prepares summaries and reports that inform planning and decision-making.

Depending on assignment level, responsibilities may include coordinating service requests and projects, maintaining records and dashboards, supporting facilities, fleet, and furniture assessment processes, managing inventory and fleet-related documentation, and helping refine administrative workflows that improve efficiency and consistency across the system.

These two positions play an important role in supporting staff and the public by ensuring our library spaces and vehicles are safe and well supported—advancing our mission to strengthen communities by creating spaces and supporting outreach efforts for learning, growth, and connection.

NOTE: Appointments made at the Program Coordinator I or Program Coordinator II level will depend on qualifications and experience.

About San Mateo County Libraries

At San Mateo County Libraries, our mission is to build meaningful connections and inspire lifelong curiosity.

We believe libraries are more than buildings—they are places of belonging, connection, growth, access, compassion, and creativity. Our work is guided by a deep commitment to serving our diverse communities and creating inclusive experiences for all.

San Mateo County Libraries is a dynamic, award-winning network of community libraries serving the cities of Atherton, Belmont, Brisbane, East Palo Alto, Foster City, Half Moon Bay, Millbrae, Pacifica, Portola Valley, San Carlos, Woodside, and the unincorporated areas of San Mateo County.

Our libraries offer a rich mix of programs and events that reflect and celebrate the diversity of the people we serve. Whether you’re seeking inspiration, information, or a sense of belonging, San Mateo County Libraries is where community comes to grow and thrive.

To learn more about who we are and what we do, visit www.smcl.org.

NOTE: A resume and cover letter is required along with the completion of the supplemental questions to be considered for this position. Any application submitted without BOTH of these documents will be considered incomplete and will not advance in the recruitment process.

NOTE: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.

Requirements

Duties may include, but are not limited to, the following:

• Coordinate and track facilities, fleet, inventory, and project-related requests from intake through completion.

• Maintain accurate logs, records, dashboards, and tracking tools that support the Division’s daily operations and long-term planning.

• Coordinate communication, scheduling, and documentation with library staff, County Facilities, Fleet Management, Purchasing, Risk Management, vendors, and consultants.

• Support facilities, fleet, and furniture assessment workflows by coordinating timelines, gathering documentation, and preparing summaries for review.

• Maintain project files, service records, contracts, amendments, delivery documentation, and closeout materials.

• Support procurement-related administrative processes by coordinating quotes, tracking orders and deliveries, and maintaining records.

• Maintain inventory and asset tracking systems; coordinate surplus documentation and reconciliation with Finance and Purchasing.

• Support fleet administration by coordinating service scheduling, tracking usage, and maintaining fleet-related records.

• Prepare narrative and statistical reports, summaries, and dashboards related to operational activity and trends.

• Document and help improve administrative workflows, templates, and procedures to increase consistency and efficiency.

• Coordinate meetings, walkthroughs, and follow-up actions; disseminate information to appropriate stakeholders.

• Perform related duties as assigned.

Qualifications

Education and Experience:
Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to qualify is:

Program Coordinator I: Bachelor’s degree in public or business administration, management, or a related field and two years of professional-level analytical and administrative experience in a community-related setting.

Program Coordinator II: Bachelor’s degree in public or business administration, management, or a related field and four years of professional-level analytical and administrative experience in a community-related setting.

Knowledge of:

• Principles and practices of the program area/option to which assigned.

• Principles and practices of effective customer/client relations.

• Principles and practices of working with and managing volunteers, if assigned to volunteer coordination.

• Technical procedures and requirements of the program area/option to which assigned.

• Applicable federal, state, and local laws, rules, and regulations, and County and program policies and guidelines governing the program area/option to which assigned.

• Principles, practices, and techniques of administrative and programmatic research and analysis.

• Computer applications related to the work.

• Office administrative practices and procedures, including records management and the operation of standard office equipment.

• Funding sources, grants, and fundraising techniques, if assigned to Options 1 and 2.

Skill/Ability to:

• Analyze, interpret, and apply various regulations and requirements.

• Plan, coordinate, and implement administrative and programmatic research and analysis.

• Train staff in work procedures and provide technical and programmatic assistance to staff and subcontractors.

• Establish and maintain effective working relationships with grantors, subcontractors, County staff, elected and appointed officials, the public, and others.

• Communicate effectively, both orally and in writing.

• Compile, analyze, and interpret data using research techniques; draw sound conclusions and prepare and present effective reports regarding findings and recommendations.

• Exercise sound independent judgment within general policy and regulatory guidelines.

• Prepare clear and accurate reports, correspondence, procedures, and other written materials.

• Organize and prioritize work and meet critical deadlines.

• Maintain accurate records and files.

• Interact with a wide variety of people.

• Listen sensitively and accurately; exercise tact, patience, and diplomacy.

• Develop, coordinate, and implement plans, programs, and events.

• Utilize the appropriate interpersonal style and methods of communication to gain acceptance, cooperation, or agreement of a plan, activity, and/or program idea.

• Make public presentations and prepare articles for publication, such as press releases and articles related to events of the assigned program.

• Prepare narrative and statistical reports.

Additional Information

Open & Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, or extra-help/limited term position prior to the final filing date will receive five points added to their final passing score.

Responses to the supplemental questions must be submitted in addition to our regular employment application form. A resume and cover letter are also required.

The examination process will consist of an application screening based on the candidates' application and responses to the supplemental questions (weight: pass/fail). Candidates who pass the application screening may be invited to a panel interview (weight:100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations, or further evaluation of work experience may be conducted to group applicants by level of qualification. Applicants meeting the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California, and applicants must participate at their own expense.

A complete application packet will consist of:

• The County of San Mateo Employment Application Form
• Responses to the Supplemental Questionnaire that is part of the Employment Application Form
• A Resume and Cover Letter (Please attach to your online application)

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button. If you are not on the County's website, please visit http://jobs.smcgov.org to apply. Online applications must be received by the Human Resources Department before midnight on the final filing date.

TENTATIVE RECRUITMENT SCHEDULE
Final Filing Date: Wednesday, March 4, 2026, 11:59 PM PST
Application Screening: March 16 - 20, 2026
Civil Service Panel Interview: April 16 and/or 17, 2026

About the County
San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities.

The County of San Mateo, as an employer, is committed to advancing equity in order to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.