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.

Responsibilities :

  • 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

  • Software usage

  • 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.

  • Records Management

  • 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

  • Facilities

  • 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

  • Event coordination

  • 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 :

#AdminProfessionalsJobs

Job ID: 554113BR

Location: Burbank,California

Job Posting Company: The Walt Disney Company (Corporate)