Executive Assistant to the Chief Information Officer

Job Purpose: The Executive Assistant to the Chief Information Officer (CIO) provides high-level executive financial operational and administrative support for the Technology Department. This position serves as the primary administrative coordinator for Technology Department operations including budget management purchasing technology levy oversight public works projects contract administration vendor relations and executive support.

The Executive Assistant works independently while exercising sound judgment maintaining confidentiality and coordinating activities among Technology Business Services Teaching & Learning Facilities Human Resources vendors and other district departments. This position is responsible for ensuring compliance with district policies Washington State purchasing requirements and Public Works regulations while supporting strategic technology initiatives throughout the district.

Required Attachments:

• Cover Letter
• Resume
• 3 Classified Reference Letters

This position works Monday Friday 8:30 am to 5:00 pm 260 days a year.

The Olympia School District is committed to increasing the diversity of staff in our schools. Candidates who can contribute to this goal are encouraged to apply and to identify their strengths and experiences in this area.

Essential Duties and Responsibilities:

• Provide confidential executive and administrative support to the Chief Information Officer.
• Manage calendars meetings appointments travel and departmental scheduling.
• Prepare correspondence reports presentations agendas meeting minutes and other department communications.
• Coordinate communication between the Technology Department district staff vendors contractors and community members.
• Manage Technology Department General Fund and Capital (Technology Levy) budgets including budget tracking and financial reporting.
• Monitor expenditures reconcile procurement card transactions and process invoices for payment.
• Review and process journal entries and other financial transactions related to Technology Department budgets.
• Coordinate all Technology Department purchasing activities in compliance with district policy and state purchasing requirements.
• Create maintain and monitor purchase orders including annual rollover purchase orders.
• Administer software hardware maintenance and professional service contracts including renewals and contract documentation.
• Maintain accurate records for software licensing subscriptions warranties maintenance agreements and vendor renewals.
• Coordinate financial and administrative activities for the Technology Safety & Facility Improvement Levy.
• Track technology capital projects budgets expenditures invoices and project documentation.
• Coordinate Technology Department Public Works projects ensuring compliance with Washington State prevailing wage and public works requirements.
• Maintain Public Works accounting records retainage documentation and required state filings.
• Coordinate technology project activities among district departments contractors consultants and vendors.
• Serve as the primary administrative liaison for technology vendors regarding purchasing contracts invoicing and project coordination.
• Participate in receiving inventory management asset tracking and technology surplus processes.
• Manage operational workflows through the Technology Department service ticketing system.
• Process Technology Professional Development payroll maintain training records and verify professional development documentation.
• Maintain department procedures records and documentation in accordance with district and state record retention requirements.
• Ensure compliance with district policies purchasing regulations contracts and applicable state and federal requirements.
• Coordinate department meetings professional development activities and special events.
• Prepare reports spreadsheets and supporting documentation for district administration committees and the School Board.
• Respond to inquiries from staff students parents vendors and the public providing information and directing requests as appropriate.
• Assist with department operations process improvement initiatives and special projects.
• Perform other related duties as assigned.

Job Requirements and Qualifications:

• Google Suite
• Microsoft Suite
• Skyward Student and Finance
• PD Enroller (professional development database)
• In Touch Receipting System
• Service Ticketing System
• State required filings in regards to Public Works

Skills Knowledge and/or Abilities Required:

• Operation of standard office computers including pertinent software applications.
• Ability to prepare and maintain accurate records.
• Performance of basic math including calculations using fractions percents.
• Ability to communicate clearly effectively and diplomatically in written format.
• Ability to understand complex multi-step written and oral instructions.
• The ability to conduct business in a usual and customary method over the telephone in person and in writing.
• Ability to gather collate and/or classify data.
• Flexibility in working with others in a wide variety of circumstances.
• Ability to maintain confidentiality.
• Work under limited supervision following standardized practices and/or methods.
• Concepts of grammar and punctuation.
• Following physical demands: some lifting carrying and significant fine finger dexterity. Generally the job requires 70% sitting 10% walking and 20% standing.
• Must have the ability to lift 40 lbs.

Necessary Personal Attributes Required:

Abilities to exercise confidentiality sound judgment handle work under pressure pay attention to detail concentrate and follow directions. Additional requirements include punctuality customer service and Teamwork.

Education Required: High School diploma or equivalent.

Licenses Certifications Bonding and/or Testing Required: Criminal Justice Fingerprint Clearance and First Aid Certification where applicable.

Education: High School diploma and equivalent.

Equal Employment Opportunity:

Olympia School District does not discriminate in any programs or activities on the basis of sex race creed religion color national origin age veteran or military status sexual orientation gender expression or identity disability or the use of a trained dog guide or service animal and provides equal access to the Boy Scouts and other designated youth groups. Auxiliary aids and services will be provided upon request to individuals with disabilities. The following employee(s) have been designated to handle questions and complaints of alleged discrimination: Title IX Officer James Whitehead ; Executive Director of Elementary Education Autumn Lara ; Section 504 and ADA Coordinator (Students) Ken Turcotte ; ADA Coordinator (Staff) Starla Hoff ; Affirmative Action Officer and Civil Rights

Compliance Coordinator Scott Niemann . Address: Knox Administrative Center 111 Bethel St NE Olympia WA 98506.

The Olympia School District will provide reasonable Accommodations to enable persons with disabilities the opportunity to apply for open positions and to participate in District interview procedures. Persons with disabilities or are in need of translation services are asked to notify the Human Resources Office at least three days prior to the date on which the requested accommodation is needed. Human Resources Officer: Voice: or TDD: or FAX: