Clerk-Administrative Assistant To School Principal Oca

CLERK-ADMINISTRATIVE ASSISTANT TO SCHOOL PRINCIPAL OCA

Ector County Independent School District – Odessa Collegiate Academy – Odessa, Texas

Secretary to High School Principal. Reports to the Principal. Non‑Exempt, salary range $139.60 to $194.80 per day.

• High School Diploma or GED.
• Bilingual preferred.
• Knowledge of district purchasing procedures, transportation trip requests, Smart Find Express, Employee Access, KRONOS, FLSA rules, credit recovery, end‑of‑year awards, and related systems.
• Trustworthiness to serve as approved check signer for activity fund.
• Initiative, problem‑solving, and adaptability to changing processes.

• Proficient typing, word processing, file maintenance, and organizational skills.
• Computer and software use for spreadsheets, databases, and word processing.
• Basic accounting principles and office procedures.
• Knowledge of classroom equipment (document cameras, projectors) and key inventory.
• Working knowledge of copiers and troubleshooting.
• Flexibility, prioritization, detail orientation, composure under stress, and complaint resolution.

• Principal Support
  • Provide clerical and technical support as needed.
  • Handle correspondence, answer and screen calls directed to principal.
  • Open and process mail; file leave, employee, and budget forms.
  • Serve as campus notary public.
  • Give direction to visitors and students; ensure messages delivered.
• Purchasing
  • Maintain and replenish office supplies and instructional items.
  • Enter requisitions and new budget requests in ITCCS.
  • Maintain physical and computerized logs of campus accounts; reconcile with general ledger.
  • Process faculty/staff purchase requests for 80‑100 staff.
  • Assist/train department chairs on ITCCS purchasing.
  • Research vendors, discounts, and available account balances.
  • Follow up on receipts and create new accounts as needed.
  • Sign checks for activity fund.
• Employee Access
  • Prepare monthly payroll reports and submit for principal signature.
  • Enter and balance faculty/staff leave in Employee Access and Smart Find Express.
  • Monitor leave balances and report decreases.
  • Act as approved approver for all faculty/staff leave.
  • Provide weekly report of absences; correct disputes and liaise with payroll.
• Substitute Management (Subs)
  • System administrator for substitute finder; troubleshoot issues.
  • Enter leave and vacancy coverage; coordinate coverage and train teachers.
  • Maintain sub folders and schedules; greet substitutes and collect shut‑down checklists.
  • Prepare monthly payroll reports for substitutes.
• Key Inventory
  • Maintain key inventory; check keys in/out and research unknown keys.
  • Coordinate new or replacement key requests with district key person.
• Technology Equipment
  • Coordinate maintenance and purchase of projectors, document cameras, radios, phones, and alarm systems.
  • Maintain inventory lists; troubleshoot with Petro Communications and technology department.
  • Enter work orders for repairs and equipment requests.
• KRONOS
  • Prepare weekly timesheets for paraprofessional staff.
  • Monitor punches, prepare adjustment forms, and enter leave.
  • Report comp‑time balances and coordinate time off for paraprofessionals.
• Payroll
  • Prepare monthly payroll for all employees and staff categories.
• Credit Recovery (CR)
  • Train volunteer teachers on roles, Moodle, KRONOS, and payroll requirements.
  • Coordinate payroll documentation and provide support to CR teachers.
• Community Liaison
  • Act as liaison between community and principal for field/venue use.
  • Send thank‑you notes to donors; guide technicians and visitors.
  • Support faculty/booster clubs, distribute checks, and coordinate custodial needs.
• Beginning of Year
  • Collect new teacher information, order name plates, and create employee folders.
  • Maintain updated phone, sign‑in, room, and subject assignment lists.
  • Provide training on Employee Access and substitute finder; update personnel data in KRONOS and Employee Access.
  • Disburse and collect PEIMS forms, handbook receipts, and user agreements; prepare applicant information for vacancies.
• Annual Contracts
  • Disburse and collect next school year contracts and letters of assurance.
  • Schedule meetings for non‑renewed employees.
• End of Year Events
  • Coordinate retirement/transfer celebrations, award assemblies, and related invitations.
  • Order refreshments, décor, and manage table setup; clean up after events.
  • Request nominations for academic, merit, American Legion, and perfect attendance awards; liaise with Data & PEIMS Services.

Full‑time position with 227 school days per year.