Front Desk Receptionist

About the role

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.

Responsibilities

• 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 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
• 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
• 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
• 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

Requirements

• 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

Skills and Abilities

• 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