Human Resources Administrative Assistant

Ithaca City School District; Town of Ithaca (NY); On-site; USD 59,000 - 65,000; Full time

Job summary

The Ithaca City School District invites applications for a Human Resources Administrative Assistant to join our HR team supporting about 1,200 employees. The role blends administrative precision with HR process support, including onboarding, employee records, HR systems, and workflows.

The ideal candidate is organized, detail-oriented, tech-savvy, and capable of managing multiple tasks in a fast-paced environment while maintaining confidentiality and providing responsive service.

Qualifications

• Experience supporting HR functions and processes.
• Strong organizational skills and attention to detail.
• Ability to learn new HR systems and maintain confidentiality.
• Two years of clerical or administrative support experience, with HR exposure.

Responsibilities

• Support the onboarding process, including tracking documents and approvals.
• Assist with employee maintenance and HR transactions across the lifecycle.
• Maintain accurate employee information and electronic HR records.
• Work within multiple HR databases and workflow software.
• Communicate with employees, applicants, supervisors, and stakeholders about HR processes.
• Manage multiple assignments and meet deadlines and compliance requirements.
• Follow up on outstanding items to keep HR processes moving.
• Look for ways to improve workflows and efficiency.
• Handle sensitive information with professionalism and discretion.

Skills

Highly organized

Detail-oriented

Tech-savvy

Communication skills

Confidentiality awareness

Education

Associate's degree in office management or related field

High School diploma or equivalency

Job description

VACANT POSITION ANNOUNCEMENT

Human Resources Administrative Assistant

Join Our Human Resources Team!

The Ithaca City School District is seeking a highly organized, detail-oriented, and tech-savvy Human Resources Administrative Assistant to join our Human Resources team supporting approximately 1,200 employees.

This position is an excellent opportunity for someone who already has experience supporting Human Resources functions and is looking to deepen their knowledge, broaden their experience, and continue building a career in HR.

You will gain hands‑on experience across multiple areas of Human Resources while helping support employees throughout the employee lifecycle. In this role, you will play an important part in new employee onboarding, employee records and maintenance, HR systems and workflows, employee and applicant support, and other HR operations.

We are looking for someone who thrives in a fast‑paced, deadline‑driven environment; enjoys learning new systems; and takes pride in providing accurate and responsive service. The ideal candidate takes initiative, follows through, recognizes when something needs attention, and looks for ways to improve processes, efficiency, and response times.

Grow Your HR Experience

This role offers the opportunity to build upon your existing HR experience while developing broader knowledge of Human Resources in a large and complex organization. You will have exposure to areas such as:

• Onboarding & Offboarding
• Recruitment
• Employee Records
• HR Systems
• Employee Transactions
• Attendance
• Benefits
• Employment Status
• Compliance & Reporting

Whether you have worked as an HR assistant, an administrative professional supporting HR, a benefits or payroll support professional, a recruitment assistant, or in another role with exposure to HR functions, this could be a strong next step for someone interested in continuing to develop a career in Human Resources.

What You’ll Do:

• Support the new employee onboarding process, including tracking required documents, approvals, clearances, and other onboarding requirements.
• Assist with employee maintenance and HR transactions throughout the employee lifecycle.
• Maintain accurate employee information, documentation, and electronic HR records.
• Work within multiple HR databases, electronic workflow systems, and software platforms.
• Communicate with employees, applicants, supervisors, and other stakeholders regarding HR processes, documentation, and requirements.
• Manage multiple assignments and priorities while meeting established deadlines and compliance requirements.
• Follow up on outstanding items and help keep HR processes moving forward.
• Look for opportunities to improve workflows, efficiency, communication, and response times.
• Handle sensitive and confidential employee information with professionalism and discretion.
• Provide administrative support across Human Resources functions as needed.

This Role Is Ideal for You If You:

• Have previous experience with HR, personnel, benefits, payroll, recruitment, onboarding, or related administrative functions.
• Want to expand your HR knowledge and experience and continue developing a career in Human Resources.
• Have exceptional attention to detail and value accuracy.
• Are highly organized and able to manage multiple priorities at the same time.
• Are comfortable with technology and can quickly learn new software, databases, and HR systems.
• Can work independently, prioritize your workload, and meet deadlines.
• Take initiative, recognize when something requires follow-up, and see assignments through to completion.
• Are comfortable working in a fast‑paced office environment where priorities may shift.
• Enjoy improving processes and finding more efficient ways to get work done.
• Communicate professionally and provide responsive customer service.
• Exercise good judgment and understand the importance of confidentiality.

Position Description

The work involves responsibility for independently performing complex administrative support tasks in support of human resources functions. Assignments involve a broad range of human resources activities, including recruitment; vacancy management; attendance management; employee onboarding and offboarding; monitoring appointment status, including permanent, provisional, probationary, and tenure status; administration of wage and benefit programs; and special reporting, including but not limited to NYSED staff reporting, BEDS, EEOC, DOL, NYSTRS and NYSLRS.

The work involves extensive interaction with employees, supervisors, job applicants, the general public, and retirees. The work also requires the extensive use and management of complex electronic records systems, using both common office software and customized database and workflow software. The work is performed under the general supervision of the Director or Assistant Director of Human Resources and Labor Relations, with the use of independent judgment allowed in carrying out routine tasks. The ability to maintain confidentiality is essential to this position. Supervision may be exercised over the work of interns or youth workers as assigned. Does related work as required.

Minimum Qualifications

A. Possession of an Associate’s degree in office management, office technology, business administration, human resources management or a closely related field with similar course curriculum, and two (2) years of full‑time paid clerical or administrative support experience, or its part‑time paid equivalent, at least one (1) year of which shall have been directly related to human resources, personnel, benefits or compensation; or B. Graduation from high school or possession of a high school equivalency diploma, and four (4) years of full‑time paid clerical or administrative support experience, or its part‑time paid equivalent, at least two (2) years of which shall have been directly related to human resources, personnel, benefits or compensation; or

C. An equivalent combination of training and experience as defined by the limits of (a) and (b).

Please note: This is a competitive Civil Service title that requires Civil Service examination. Initial appointment can be provisional pending passing the Civil Service examination. For more information, please visit the City of Ithaca Civil Service website: https://ithaca-portal.mycivilservice.com/

Compensation

Starting Rate: $28.75/ hourly minimum; experience and education credit will be applied upon review.

* Based on the 2025–2026 EA salary schedule; a new collective bargaining agreement is currently under negotiation.

Ready to Join Our Team?

If you are organized, technologically confident, attentive to detail, have some experience with HR functions, and are ready to deepen your Human Resources experience, we encourage you to apply.

Our Vision and Mission:

We envision 6000+ Thinkers. Thinking is foundational to the development of self and society. It is the cornerstone of all creative ideas and problem solving, new scientific discoveries, new products and services, individual and organizational learning, education, business success, interpersonal and intrapersonal communications, all social change and even democracy itself. Our vision is what we see. It motivates us. Our vision is audacious.

Our Mission is to engage, educate, and empower. We will strive to engage all students in the importance and relevance of thinking; to educate every learner to communicate, comprehend, and collaborate for understanding; and to empower all in the ICSD to achieve academic excellence.

The Ithaca City School District does not unlawfully discriminate on the basis of age, race, color, religion, creed, ethnicity, national origin, sexual orientation, gender identity and expression, military status, veteran status, sex, disability, predisposing genetic characteristics, marital status, familial status, domestic violence victim status, or other federal/state protected status.