Clerk-Administrative Assistant To School Principal Oca

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 faculty/staff leave-ensuring matching of information on sub finder.

* Provide weekly report of absences for faculty/staff to review and sign.

* Research and correct any disputes on leave and be liaison for payroll on issues.

* Subs

* System administrator for sub finder-troubleshoot with system issues or questions.

* Enter leave for faculty/staff when requested to ensure coverage (24 hour call).

* Enter vacancy coverage and assigned sub.

* Find coverage as needed for uncovered classes or class periods by asking teachers to cover on their conference periods or to split classes w/assistance from AP.

* Provide dept. chairs daily spreadsheet for coverage/lack of coverage.

* Greet incoming substitutes daily and maintain a…