Front Desk Receptionist

Front Office Secretary / Health Aide

Location: Promesa Academy Charter School – San Antonio, Texas
Position Type: Full-Time
Reports To: Campus Administration

Promesa Academy Charter School is seeking a highly organized, dependable, and service-oriented Front Office Secretary / Health Aide to serve as the primary point of contact for students, families, employees, visitors, and community members.

This position is responsible for managing daily front office operations, providing exceptional customer service, supporting campus security and visitor management, processing student arrivals and departures, assisting with student health needs and authorized medication administration, coordinating substitute coverage, and providing general administrative support.

The successful candidate must be able to manage multiple priorities while maintaining professionalism, accuracy, confidentiality, and a strong commitment to student safety. This job description is based on the responsibilities and standards established in Promesa Academy’s Front Office Operations Playbook.

• Welcome students, families, employees, visitors, vendors, and community members in a professional and courteous manner.
• Answer and route incoming telephone calls, respond to general inquiries, take accurate messages, and regularly review voicemail.
• Respond to emails and follow up on unresolved family or staff inquiries within established timelines.
• Maintain a professional, organized, welcoming, and secure reception area.
• Provide accurate information and direct complex or sensitive concerns to the appropriate administrator.
• Maintain current front office forms, signage, handouts, frequently asked questions, and school information.
• Sort and distribute incoming mail, deliveries, and time-sensitive correspondence.

• Serve as the primary access-control point for the campus.
• Verify the identity and purpose of all visitors before permitting access to secured areas.
• Process visitors through the campus visitor-management system, including Raptor or another approved system.
• Maintain accurate visitor records and issue identification badges.
• Review visitor restrictions, custody alerts, and campus security notifications as appropriate.
• Notify administration or security immediately when a visitor cannot be verified or when the visitor-management system generates an alert.
• Ensure the front desk remains properly staffed during school operating hours.
• Follow all campus emergency, lockdown, secure, evacuation, reunification, and crisis-response procedures.

• Process students who arrive late and maintain accurate tardy documentation.
• Manage early student checkouts and verify the identification of the individual requesting release.
• Confirm authorized pickup status and review applicable custody restrictions before releasing a student.
• Maintain accurate records of student arrival and departure times, reasons, and authorized adults.
• Protect student privacy during all check-in and checkout interactions.
• Refer uncertain custody, court-order, or student-release matters to campus administration before taking action.

• Respond to student health concerns and nurse-office visits within the scope of assigned training.
• Administer authorized student medications only when complete and current parent, guardian, and physician documentation is on file, as required.
• Verify the correct student, medication, dosage, time, route, and documentation before administering medication.
• Maintain complete and accurate medication-administration records.
• Ensure medications are properly labeled, secured, stored, and monitored for expiration.
• Contact parents or guardians regarding missed doses, refusals, reactions, health concerns, or required medication-plan renewals.
• Immediately report medication discrepancies, errors, or unusual student reactions to campus administration.
• Participate in required medication-administration, first-aid, and student-health training.

• Receive and document employee…