WORD PROCESSING SYSTEMS OPERATOR-F/C - 60074286

The Florida Department of Children and Families (DCF) is the state of Florida’s social services agency. The agency oversees services for child safety, fostering, adoption, domestic violence, adult protective services, refugees, homelessness, mental health, substance abuse, childcare providers, human trafficking and public assistance. The agency’s mission is to work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.  

Within DCF, the Substance Abuse and Mental Health (SAMH) Program office is recognized as the single state authority for substance abuse and mental health services. The Office of SAMH is statutorily responsible for the planning, evaluation, and implementation of a comprehensive statewide system of care for the prevention, treatment, and recovery of children and adults with serious mental illnesses or substance use disorders.  

Florida State Hospital (FSH) is a mental health treatment facility owned and operated by the State of Florida and is part of the Department of Children and Families. The department’s mission is to “work in partnership with local communities to protect the vulnerable, promote strong and economically self-sufficient families, and advance personal and family recovery and resiliency.” 

FLORIDA STATE HOSPITAL IS A TOBACCO FREE FACILITY. 

TO BE CONSIDERED FOR THIS POSITION RESPONSES TO THE QUALIFYING QUESTIONS ARE REQUIRED AND MUST BE VERIFIABLE BASED ON YOUR SUBMITTED APPLICATION.

This is a highly responsible and professional position serving as the Word Processing Systems Operator – F/C within Unit 23. The ideal candidate will be a collaborative team player who works seamlessly across all sections within the program office. This role requires the use of independent judgment, a proactive approach to responsibilities, and exceptional attention to detail. If you are driven, organized, and thrive in a fast-paced environment, we encourage you to apply. 

Specific Duties and Responsibilities include: 

The applicant selected to fill this position shall be required to submit to a pre-employment medical examination.  This position requires lifting, pulling, and squatting.  Duties of this position require the incumbent to be knowledgeable of and utilize the principles of Total Quality Management.  The employee in this position spends a minimum of 75% of his/her time performing duties as outlined on the official position description, which involves contact with residents in a Forensic facility or institution.

This position involves highly responsible and complex clerical duties under the supervision of the Medical Unit Supervisor.  This position works closely with, and cross trains, with three other clerical staff to assure that the unit continues to run smoothly on a daily basis.

• Creating graphs using research material incumbent has collected and updates data on graphs monthly for Total Quality Management Performance Boards.  Staff Development training input in Hospital computer monthly, also creating tracking system for unit staff development training which is updated monthly.  Incumbent is trained in Microsoft Word, EXCEL VISIO, Power Point, retrieving and sending data on Internet, Lotus cc:mail and is responsible for completing duties assigned using these computer programs.
• Responsible for monitoring, retrieving and printing mail messages for Executive Nursing Director, Operations & MGMT Consultant II, and Medical Unit Supervisor and sends electronic messages (memorandums and reports) as directed..
• Submitting and monitoring Human Resources correspondence and emails, Kronos update, Overtime report & Payroll for the unit. Leave Management Liaison for the unit (WC, LOA, EL). Unit Process Review Monthly Indicator Report
• Composes correspondence without review and/or specific instructions; types and proofs minutes; assists in formatting and typing unit policy/procedures.  Responsible for development of in-unit forms, method and procedures; typing and editing documents; updating and maintaining current stored data; printing, providing back-up storage and categorizing documents and directories in personal computer.
• Answer the telephone, route calls and perform receptionist duties which include taking messages, assisting in the distribution of mail and correspondence to residents and Unit staff.  Assures the flow of appropriate materials to resident's medical records.  Assists Medical Unit Supervisor with the maintenance of the unit filing system and tracking of all work orders issued to Hospital Operations and Facilities Management.  Maintains current Florida State Hospital Operating Procedure Manuals, Unit Procedures Manuals and Forensic Hospital Procedures Manuals.
• Assists the Medical Unit Supervisor with designated clerical assignments as directed such as annual inventory, filing, and updating of bulletin boards and Total Quality Management Performance Boards, with updated graphs and data.  Maintains a current supply of Unit-Wide forms including ward, office, some medical and various others.  Responsible for ordering through Hospital Print or Xerox.
• Typing of Requisitions for Personnel, Position Descriptions, KSA's, Evaluations, RPA's Retrieval of employment interview/selection packets; Processing required documents for new, reassigning, resigning and transferring employees; Maintaining updated vacancy files/reports, and keeping Medical Unit Supervisor and Unit Director informed of status on the same.
• Participates in required in-service training annually and attends unit Fire Drills.

Knowledge, Skills and Abilities required for the position:

• Knowledge of correct spelling, punctuation and grammar usage.
• Knowledge of letter, report and tabular formats.
• Skill in typing.
• Ability to operate word processing equipment.
• Ability to use correct spelling, punctuation and grammar.
• Ability to type letters, memoranda and other standard business forms in correct format.
• Ability to proofread typed material for typewritten and grammatical errors and to make necessary corrections.
• Ability to plan, organize and coordinate work assignments.
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Minimum Qualifications:

• One year of work experience in the operation of word processing equipment; or two years of secretarial or clerical work experience; or
• Completion of 720 classroom hours of vocational/technical training in word processing at an accredited institution, or
• Possession of a Certified Professional Secretary Certificate.
• College education from an accredited institution can substitute at the rate of 30 semester or 45 quarter hours for each year of the required two years of secretarial or clerical work experience.
• Vocational/technical training in an area of secretarial science or office/business studies can substitute at the rate of 720 classroom hours for each year of the required two years of secretarial or clerical work experience.
• A high school diploma or its equivalent can substitute for one year of the required two years of secretarial or clerical work experience.

Preference will be given to applicants who have:

• Prior experience in timekeeping and/or Human Resources

Candidate Profile (application) must be completed in its entirety:

• Include the supervisor names and phone numbers for all periods of employment.
• Account for and explain gaps in employment so that the hiring process is not delayed.
• Experience, education, training, knowledge, skills and/or abilities, as well as responses to pre-qualifying questions must be verifiable to meet the minimum qualifications.
• It is unacceptable to use the statement “See Resume” in place of responding to qualifying questions and entering work history.
• If you experience problems applying online, please call the People First Service Center at (877) 562-7287.

Benefits of Working for the State of Florida:

• Working for the State of Florida is more than a paycheck. The State’s total compensation package for employees features a highly competitive set of employee benefits.
• For a more complete list of benefits, visit www.mybenefits.myflorida.com.

DCF EMPLOYMENT DISCLOSURES

US CITIZEN REQUIREMENT Only US citizens and lawfully authorized alien workers will be hired.

SELECTIVE SERVICE SYSTEM REGISTRATION All selected male candidates born on or after October 1, 1962, will not be eligible for hire or promotion into an authorized position unless they are registered with the Selective Service System (SSS).  Verification of Selective Service registration will be conducted prior to hire.  For more information, please visit the SSS website: http://www.sss.gov.

RETIREE NOTICE If you are a retiree of the Florida Retirement System (FRS), please check with the FRS on how your current benefits will be affected if you are re-employed with the State of Florida. Your current retirement benefits may be suspended or voided, and you required to repay all benefits received depending upon the date of your retirement.

BACKGROUND SCREENING It is the policy of the Florida Department of Children and Families that any applicant being considered for employment must successfully complete a State and National criminal history check as a condition of employment before beginning employment, and, if applicable, also be screened in accordance with the requirements of Chapter 435, F.S., and Chapter 408, F.S.  No applicant may begin employment until the background screening results are received, reviewed for any disqualifying offenses, and approved by the Agency.  Background screening shall include, but not be limited to, fingerprinting for State and Federal criminal records checks through the Florida Department of Law Enforcement (FDLE) and Federal Bureau of Investigation (FBI) and may include local criminal history checks through local law enforcement agencies.