Front Office Secretary / Health Aide

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

Position Summary

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.

Essential Duties and Responsibilities

Front Office and Customer Service

• 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.

Visitor Management and Campus Security

• 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.

Student Check-In and Check-Out

• 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.

Student Health and Medication Support

• 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.

Substitute and Classroom Coverage Coordination

• Receive and document employee absence and classroom-coverage requests.
• Maintain the campus coverage tracker and identify available substitute or internal coverage.
• Communicate confirmed assignments to substitute employees, teachers, and administrators.
• Welcome substitute employees, verify identification, and direct them to the appropriate classroom or staff member.
• Immediately escalate unresolved classroom-coverage needs to campus administration.
• Review recurring coverage gaps and call-out patterns with administration.

Emergency Communications and Response

• Serve as a front office contact during campus emergencies and safety drills.
• Assist with emergency notifications, front office signage, visitor management, and mass communication procedures as directed.
• Maintain familiarity with emergency contacts, communication systems, evacuation procedures, and incident-command expectations.
• Protect confidential information and refrain from releasing unverified information during an emergency.
• Assist with reunification procedures by verifying identification, authorized pickup status, signatures, and student release times.
• Complete required incident documentation following an emergency, drill, threat, or unusual occurrence.

Office and Workroom Operations

• Monitor front office and staff workroom supplies and submit orders before shortages occur.
• Maintain organized and properly stocked supply cabinets and shared workspaces.
• Operate office equipment, including multi-line telephone systems, copiers, printers, scanners, laminators, and label makers.
• Report equipment malfunctions and operational concerns promptly.
• Complete daily front office opening and closing procedures.
• Secure confidential documents, medication storage areas, filing cabinets, and computer systems at the end of the workday.

Administrative and Campus Support

• Prepare correspondence, forms, agendas, sign-in sheets, notices, and other administrative documents.
• Proofread materials for accuracy, grammar, professionalism, and proper formatting before distribution.
• Assist with meetings, family events, campus programs, visitor preparation, event check-in, badges, signage, and volunteer coordination.
• Support administrators and staff with campus operational needs and special projects.
• Maintain confidentiality regarding student records, personnel matters, discipline, investigations, parent concerns, financial information, and Board communications.
• Perform other duties assigned by campus administration.

Required Qualifications

• High school diploma or equivalent.
• Experience in a school office, medical office, customer-service environment, administrative office, or similar setting.
• Strong verbal and written communication skills.
• Excellent organizational, recordkeeping, and time-management skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Ability to remain calm, professional, and solution-oriented during stressful or emergency situations.
• Ability to use computers, email, office software, student information systems, telephone systems, and standard office equipment.
• Ability to communicate effectively with students, families, employees, administrators, and community members.
• Ability to follow detailed safety, security, medication, and student-release procedures.
• Reliable attendance and punctuality.
• Ability to successfully complete required background checks and employment screenings.

Preferred Qualifications

• Previous experience working in a school or educational environment.
• Previous front office, receptionist, school secretary, attendance, health aide, or administrative-support experience.
• Experience using student information systems and visitor-management systems such as Raptor.
• Current CPR, first-aid, or medication-administration certification.
• Bilingual English and Spanish communication skills.
• Experience supporting student health services or maintaining confidential student records.

Knowledge, Skills, and Abilities

The successful candidate should demonstrate:

• Exceptional customer service and interpersonal skills.
• Strong attention to detail and accuracy.
• Professional judgment and appropriate workplace boundaries.
• Initiative and the ability to anticipate operational needs.
• Ability to prioritize several responsibilities in a fast-paced environment.
• Sound decision-making while working within established authority.
• Commitment to student safety, privacy, and well-being.
• Ability to work collaboratively and accept direction and feedback.
• Flexibility when responding to changing campus priorities.
• Professional appearance and conduct consistent with campus expectations.

Physical and Work Requirements

• Ability to work at a desk and use a computer for extended periods.
• Ability to stand, walk, bend, reach, and move throughout the front office and campus as needed.
• Ability to lift and move routine office supplies and materials.
• Ability to respond promptly during emergencies and safety drills.
• Frequent interaction with students, families, employees, visitors, vendors, and community members.
• Work is primarily performed in a busy school front office with frequent interruptions and changing priorities.

Professional Expectations

Employees in this position are expected to:

• Treat every individual respectfully and professionally.
• Protect confidential student and employee information at all times.
• Complete assigned duties accurately and within established deadlines.
• Follow campus, district, state, and federal requirements.
• Maintain dependable attendance and punctuality.
• Participate in required training, professional development, and cross-training.
• Demonstrate integrity, accountability, initiative, adaptability, and teamwork.

Equal Employment Opportunity

Promesa Academy Charter School is an equal opportunity employer. Employment decisions are made without regard to race, color, national origin, sex, religion, age, disability, genetic information, veteran status, or any other status protected by applicable law.