Clerk-Administrative Assistant To School Principal Oca Job Odessa area,Texas USA,Administrative/Clerical

Position: CLERK-ADMINISTRATIVE ASSISTANT TO SCHOOL PRINCIPAL OCA 2026-2027
Job Title:
Secretary to High School Principal
Wage/Hour Status:
Non-Exemp
Reports to: Principal
Pay Grade: 5

Dept. /School:
Odessa Collegiate Academy ECHS

Days: 227

Supervises:
Primary Purpose:
Qualifications:

Education/Certification:

High School Diploma or GED
Bilingual Preferred

Special Knowledge Skills:

Knowledge in District purchasing procedures-familiarity with quotes, bids, approved vendors and discounts that are available through each vendor and how to enter in ITCCS appropriately.
Knowledge in procedures for transportation trip requests.
Thorough working knowledge of Smart Find Express to be assigned campus administrator.
Thorough working knowledge of Employee Access and leave policies to be assigned campus approver.
Thorough working knowledge of KRONOS system to be assigned campus administrator.
Be familiar with FLSA rules regarding comp time/leave.
Thorough knowledge of Credit Recovery process and payroll.
Knowledge of end of year awards assembly processes, medals, reception, etc.
Knowledge of Radios/chargers, Classroom Phones, Alarms/Bells, overhead speakers.
Trustworthiness to be approved check signer for activity fund.
Initiative to make necessary minor decisions or major decisions with assistance from administrators.
Solution oriented-exceptional problem solving skills.
Initiative to keep up with changing and new knowledge and processes

Experience:

Proficient typing, word processing, file maintenance skills; effective organizational, communication, and interpersonal skills.
Ability to use computer and software to develop spreadsheets, databases and do word processing.
Knowledge of basic accounting principles.
Skill and experience in all office procedures.
Knowledge of classroom equipment-document camera, projector.
Knowledge on key inventory.
Knowledge of building uses policies and overtime for attending custodians.
Working knowledge of copiers and troubleshooting.
Flexibility and skill in prioritizing tasks.
Detailed oriented.
Ability to remain calm and think clearly under pressure & maintain composure under stress.
Deal effectively with complaints.

Major Responsibilities and Duties:

Principal
- Provide clerical & technical support as needed.
- Handle correspondence for principal and assistant principals;.
- Answer/screen all calls directed to principal.
- Open and Process mail for principal.
- Filing all leave forms, employee information and budget information.
- Serve as campus notary public.
- Give direction and information to visitors and students.
- See that messages are delivered;
Purchasing
- Maintain a list of office supplies to be restocked & other instructional items such as planners, scantron, etc.
- Enter requisitions for orders to be placed.
- Maintaining physical log of campus accounts.
- Maintaining a computerized log of campus accounts to balance with general ledger reports sent monthly.
- Enter request for new budget on iTCCS with principal approval.
- Create new OT/Extra Duty Pay at this time.
- Having current working knowledge and updated information on policy changes regarding purchasing, accounting and finance, as needed.
- Process list of items that faculty/staff (80-100 faculty/staff members) would like purchased.
- Assist/train dept. chairs (core subjects only) on using iTCCS for purchasing if applicable.
- Research vendors and discounts.
- Review accounts for available balances for requested purchases (70+ accounts).
- Follow up on receiving purchased items.
- Receive incoming items and distribute accordingly ensuring accuracy-several times weekly.
- Research lost or misplaced incoming purchases.
- Balancing accounts with general ledger and reporting balances to principal on a regular basis.
- Transfer funds as needed to cover unusual expenditures.
- Request creation of new accounts (ex: student travel accounts).
- Accept Trip Request forms & send to Transportation with current account number ensuring enough money in accounts & principal approval.
- Be approved check signer for activity fund.
Employee Access
- Prepare monthly payroll report signed by principal.
- Enter faculty/staff leave in Employee Access.
- Balance leave with Smart Find Express for weekly employee report.
- Monitor leave balances and keep principal informed of decreasing balances.
- Be assigned approver of all…