Office Assistant (Internal and External)

Ithaca City School District; City of Ithaca (NY); On-site; USD 24,000 - 35,000; Full time

Job summary

The Ithaca City School District seeks an Office Assistant (IHS) at Ithaca High School to perform complex clerical tasks and provide administrative support for a unit within a large department. The role involves heavy computer use, data entry, and producing letters, forms and reports with guidance as needed.

Responsibilities include maintaining files, handling inquiries, scheduling, processing requisitions, and assisting with financial and personnel records while working under general

Qualifications

• Associate’s degree or equivalent clerical experience required.
• Experience with office software and data entry preferred.
• Degrees must be accredited per US standards.

Responsibilities

• Prepare correspondence and documents from drafts or data using computer software.
• Maintain and update database/spreadsheet records on a PC.
• Manage files, inquiries, meetings, and travel arrangements as needed.
• Process requisitions, claims and bills and maintain financial records.
• Operates standard office equipment and answers calls.

Skills

Attention to detail

Organizational skills

Communication skills

Education

Associate’s degree in secretarial science or related field

High school diploma plus 2 years clerical experience

Equivalent combination of training and experience

Tools

Office software

Database/Spreadsheet software

Photocopy/fax equipment

Job description

Location

400 Lake Street • Ithaca, New York • 14850

Notice of Vacancy

Position Title

Office Assistant (IHS)

Brief Description

The work involves responsibility for independently performing complex clerical operations and administrative support tasks for a unit or division of a large department. Incumbents spend a substantial amount of time operating a personal computer and the rest of the time on routine administrative tasks to ensure the efficient workflow of the office. The work also involves responsibility for the entry and retrieval of information using software on a computer and using a computer to produce printed material such as letters, memoranda and forms. Incumbents work under general supervision receiving detailed instructions only where policies have not been determined. This class differs from that of an Executive Assistant by the increased time spent on operating software and the more limited scope of duties and decision-making responsibilities in the unit or program area. This class is distinguished from a Keyboard Specialist by the incumbent’s increased independence of operation, and the broader scope and greater complexity of the work. Supervision is not a responsibility of this class. Does related work as required.

Location(s)

Ithaca High School

Anticipated Start Date

10/26/2026

Posting Dates

10/19/2026-11/4/2026

Number of Vacancies

1

Hours per week

38.5

Required Qualifications

• (a) Possession of an Associate’s degree in secretarial science, office management, office technology, business administration or a closely related field with similar course curriculum; or
• b) Graduation from high school or possession of a high school equivalency diploma and two (2) years of full-time paid clerical experience, or its part-time and/or volunteer equivalent; or
• (c) An equivalent combination of training and experience as defined by the limits of (a) and (b).

Note: College degrees must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education and/or U.S. Secretary of Education. If an applicant’s degree was awarded by an educational institution outside the United States and its territories, the applicant must provide independent verification of equivalency. A list of acceptable companies who provide this service can be found at https://www.cs.ny.gov/jobseeker/degrees.cfm. Applicants are responsible for payment of the required

Typical Work Activities

• Prepares correspondence, documents, records and other written material in final or draft form using computer software from handwritten, rough drafts, marked copy, oral recordings or data from various equipment as the source material;
• Composes and prepares correspondence on matters where policies and procedures are well defined;
• Maintains and updates database/spreadsheet records on a personal computer;
• Maintains alphabetic, numeric and/or chronological files of records, documents and materials by preparing, coding and filing new material, searching for requested material and periodically purging obsolete material;
• Screens callers or visitors to determine the nature of the inquiry and refers to appropriate party or office and answers inquiries as appropriate;
• Schedules conferences, meetings and makes travel arrangements;
• Establishes and maintains confidential and general office files;
• Explains established program policies and procedures to the general public/clients and obtains routine information for program purposes;
• Receives, sorts and distributes incoming mail;
• Checks, codes and processes requisitions, claims and bills;
• Prepares and maintains financial, statistical and personnel records;
• Monitors and tracks status of program activities;
• Orders supplies and materials;
• Collects and gathers information to be used as a basis for reports and memoranda and prepares summaries;
• Transmits instructions from supervisor to staff and follows up to ensure deadlines are met;
• Operates a variety of office equipment, including personal computer, photocopy machine, fax machine, shredder, etc;
• Answers telephone and gives out information.

Salary Range

$21.44. Based on the 25-26 EA salary grid, a new contract is currently in negotiations

About Us

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.

Visit Our Website: ithacacityschools.org

Equal Opportunity Statement

The Ithaca City School District does not unlawfully discriminate in employment 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.