Elizabethton City Schools - Administrative Specialist for the Director of Schools & BOE Secretary

Job Description: Administrative Specialist for the Director of SchoolsBOE Secretary

Department: Director of Schools and Chairman of BOE

Last Revised: March 2026

Job Summary

The Administrative Specialist to the Director of Schools serves as the primary executive support professional to the Director and as Secretary to the Board of Education. This position is responsible for managing executive-level administrative functions, coordinating Board operations, supporting human resources processes, maintaining official records, managing leave administration, overseeing onboarding procedures, ensuring compliance with applicable state and local regulations. The role requires discretion, professionalism, organizational expertise, and a thorough understanding of school system operations.

Main Duties and Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Prepare, compile, and disseminate reports, forms, and official correspondence as required by local, state, and federal agencies.
• Maintain administrative files and permanent system records, including contracts, deeds, titles, and other official documents.
• Maintain personnel-related records as assigned.
• Coordinate and facilitate new employee onboarding, including preparation of employment paperwork, new hire documentation, scheduling orientation sessions, coordinating background checks, and ensuring completion of required compliance forms.
• Serve as a point of contact for new employees to ensure a smooth transition into the district.
• Serve as Leave of Absence Manager for district employees, including receiving and processing leave requests (FMLA and other applicable leave types), maintaining documentation, tracking leave usage, and communicating with employees and supervisors regarding status and compliance requirements.
• Coordinate with payroll and administrative staff to ensure accurate leave reporting and recordkeeping.
• Attend Administrative Leadership meetings and record/transcribe minutes.
• Maintain working knowledge of Tennessee Code Annotated (TCA), Minimum Rules and Regulations, and Board Policy to assist with interpretation and procedural guidance.
• Attend all Board of Education meetings and workshops as requested.
• Prepare, compile, and distribute Board meeting agendas and supporting documentation.
• Record and transcribe official minutes of Board meetings and maintain permanent records.
• Maintain and update the Board Policy Manual; coordinate policy revisions and dissemination in partnership with the Tennessee School Boards Association (TSBA).
• Serve as liaison to TSBA and the Tennessee School Boards Association Leadership Academy for reporting and training requirements.
• Maintain accurate records of Board member terms, required training, and attendance.
• Coordinate travel and conference arrangements for Board members.
• Ensure compliance with public notice requirements and record retention standards.
• Perform additional duties as assigned by the Board of Education or Director of Schools.

Minimum Education and Experience

• High school diploma or equivalent required.
• Vocational or technical training in office administration or related field preferred.
• Minimum of five (5) years of progressively responsible clerical or administrative experience preferred.
• Demonstrated proficiency in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Experience with document management systems and education-related software preferred.
• Strong typing/keyboarding skills and proficiency with standard office equipment.

Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Key Competencies

Specific capacities and abilities may be required of an individual in order to learn or perform adequately a task or job duty.

• Confidentiality and Discretion: Ability to handle sensitive information with professionalism and integrity.
• Organizational Skills: Strong ability to manage multiple tasks, deadlines, and priorities.
• Communication Skills: Excellent written and oral communication skills with proper grammar and professional tone.
• Attention to Detail: High level of accuracy in preparing official documents and maintaining records.
• Knowledge of School Operations: Understanding of school system procedures, policies, and regulatory requirements.
• Interpersonal Skills: Ability to interact effectively with board members, administrators, staff, and the public.
• Problem-Solving: Ability to interpret policies and regulations and provide procedural guidance when requested.
• Technology Proficiency: Skilled in navigating digital systems and office technologies.

Physical Demands and Working Conditions

The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the listed functions.

• Regular sitting, standing, walking, speaking, and hearing.
• Frequent use of hands for typing and operating office equipment.
• Occasional lifting of objects up to 25 pounds; frequent lifting and/or carrying up to 10 pounds.
• May require stooping, kneeling, reaching, pushing, or pulling.
• Work is primarily performed in an office environment with occasional evening meetings (Board meetings/workshops)

Terms Of Employment

• Twelve-month employment
• Salary and benefits in accordance with the Elizabethton City School salary schedule and Board policy.
• Attendance at evening Board meetings and special sessions is required.
• Evaluation will be conducted in accordance with Board policy.

Disclaimer

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position. They are not intended to be a complete list of responsibilities, duties, and skills required of personnel so assigned.