The Walt Disney Company Semi-Senior Secretary (PT) - OPEIU in Burbank, California
Provide day-to-day administrative and secretarial support to the Director, Assistant Directors and Administrative Team of The Disney Children’s Center.
This position requires a high degree of confidentiality, discretion, and people skills. The Secretary will be in proximity to very young children throughout the day, and must be sensitive and aware of their personal conduct and demeanor around those children, as well as staff and employees from many different parts of the Company.
This position falls within the jurisdiction of the OPEIU.
Respond to all incoming phone calls, arrivals/departures, deliveries and mail
Project a welcoming, positive, and professional presence to children, parents, and staff
Security / Controlling access to the center
Screening individuals entering the center
Communicate with security officer about unknown vehicles or persons, as necessary
Maintain response readiness for emergencies
Information management and security of all children’s files
Maintain strict confidentiality of all PII (personally identifiable information), print and electronic
Confirm written authorization for all individuals picking up children
Ensure accuracy and currency of information in center database, and in children’s hard copy files
Generate Center rosters when there is a change in enrollment or other information
Generate classroom and teacher sign-in sheets every week
Partner with other Secretaries to update/maintain the FileMaker Database
Manage all immunization-related information for children
Ensure current immunization records are submitted at time of admission
Maintain accurate records in each child’s file
Track, advise, and follow-up with parents for ongoing immunization updates
Complete and submit annual immunization report to State of California
Handle all documents and correspondence for Children’s Center Waitlist Database
Timestamp all incoming waitlist applications & enter verified applications into database
Respond to all requests for information
Maintain absolute confidentiality of all information
Information Technology Support
Provide technology support and training for teachers and staff:
Audiovisual support for presentations and meetings
Computers, iPads, and printing
Initiate and follow-up with Help Desk, and escalate if necessary, to resolve all IT and phone-related issues
Provide intake support for new staff: shared folder access; LAN ID and email setup, and technology orientation
Assess and recommend procedures and/or changes to procedures for naming, storing, and searching for documents in our shared folder.
Consolidate (“Merge & Purge”) withdrawn children’s files
Send withdrawn children’s files and sign-in sheets to Records for storage as needed
Work closely with management team:
Assist with printed and electronic communications to staff and parents
Collaborate on creating and revising procedures and communications as needed
Coordinate and maintain shared calendars
Place and follow-up all facilities-related work orders, repairs, landscaping, and insect/pest removal.
Coordinate security and access control for off-hour/off-day work to be performed.
Disaster Preparedness & Response
In the event of an emergency, the secretary will have first responder duties and will interface with studio security, local law enforcement, and fire departments, as necessary.
Ensure currency of all children’s documents/rosters needed for disaster response
Security (as needed), audio-visual, rentals (tables/chairs)
Purchasing and distribution for staff, classrooms, and center
Consumables (gloves, booties, changing paper)
Office and break room supplies
Art supplies, books, videos/DVDs and music as requested by teachers
Process travel and expense reports; provide support to teachers for this task.
Basic Qualifications :
Minimum three years secretarial experience in a business environment.
Positive, professional attitude.
Excellent written and verbal communication skills.
Strong people skills, including the ability to work effectively as part of the Administrative Team; relating in a friendly and effective manner to employees of all levels.
Understand the Human Resources context of confidentiality and discretion.
Attentive and responsive regarding health, safety, and security issues.
Strong computer skills
Proficiency with Microsoft Office, and Microsoft operating systems (XP and Windows 7).
Ability to be proactive, resourceful and flexible.
Able to work with minimum supervision.
Able to take and follow detailed instructions/directions.
Detail oriented, with demonstrated ability to manage multiple priorities and meet deadlines.
Strong organization and follow-thru skills.
Preferred Qualifications :
Experience with FileMaker Pro
Strong skillset in using online resources, PDF documents, and media files (photo, video, and music)
Customer-service and problem-solving mindset
Proficiency in understanding and resolving basic computer issues
Experience in using iPads or other tablet computers
Additional Information :
Job ID: 554113BR
Job Posting Company: The Walt Disney Company (Corporate)