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…