Salary : $42,535.00 – $72,820.80 Annually
Location : Louisville, KY
Job Type: Full-Time
Job Number: 23-169
Division: Executive Office Division
Department: Records and Information Governance
Opening Date: 10/12/2023
Closing Date: 10/22/2023 11:59 PM Eastern
Pay Grade: Grade 12/14
Work days & hours: Monday-Friday 8:15am to 5:00pm
Job Summary
This position will be filled as a Records Analyst I or II based on candidate qualifications. Salary ranges are as follows:
Records Analyst I: $42,535.00 – 62,192.00
Records Analyst II: $48,963.20 – $72,820.80
Records Analyst I
Maintains the document management system and ensures proper records tracking, including scanning, quality checking the documents, and the filing of the documents. Creates digital containers within the system to add and update records stored. Coordinates quality control of documents and reports within the system for use throughout the organization. Aides in the security and maintenance of the document management system.
Records Analyst II
Maintains the document management system and oversees and ensures proper records tracking within. Coordinates quality control of documents and programs the reports within the system for use throughout the organization. Facilitates the retrieval, archiving and distribution of records from all divisions in accordance with MSD’s policies and Kentucky public records retention statutes. Administers the online bidding process for quality control and aids in the creation of security access for users. Orders supplies for the area.
Essential Job Functions
Records Analyst I
Scans and performs quality control of documents using a variety of scanners from wide format to desktop. Creates and maintains records in the content management system. Creates document containers, assigns attributes and occasionally meets with customers/clients to re-evaluate/assess their needs for the management, storage and security of documents on a daily basis. Assigns accurate attribute information to all scanned/uploaded documents to allow customers/clients to retrieve the required documents. Files Capital Project and Lateral Extension plans using the flat file system currently in place. Provides support to system users through phone calls, emails and walk-ins, to scan and add documents to the content management system. Coordinates larger sized print orders for MSD personnel, contractors, etc. through print contractors for plans, maintenance manuals, maps, special projects, etc. Makes corrections to the attribute information as needed in the electronic content management system. Reviews the scanned images in the system to check for clarity and to make sure no images are corrupt or inverted. Answers questions and requests from customers from a variety of areas on how to research documents to recall from the content management system. Re-scans and replaces images as necessary. Navigates through the eB system and knows the structure and doc classes, as well as the attributes assigned to the individual doc classes. Provides back up for the MSD bids when needed. Performs other duties as assigned.
Records Analyst II
Prepares and sets up documents for bids using the MSD bids website. Prepares drawings for submittal to the vendor along with specifications for the Invitation to Bid, checks for accuracy, and makes sure all documents are present. Creates bids in the system and makes public according to the availability date. Aides in the maintenance of Companies and Contacts list within the MSD bids system. Provides support to application users to locate, delete or update documents and document information. Responds to complex records requests requiring research in response to legal and open records requests. Aides in setting up and maintaining security within the document management software application for users. Creates and maintains records in the eB Document Management System. Facilitates records storage. Stores, arranges, indexes and classifies records for the organization in accordance with Kentucky’s public records management statutes and the rules and regulations of the Kentucky Department of Libraries and Archives. Advises staff of the proper procedures to prepare records for storage. Responds to internal/external information inquiries via e-mail, phone or personally. Assures that records are assembled properly for external records storage vendor. Verifies indexed content. Creates records in eB, assigning and recording box numbers/barcodes with required information to track and manage records with an assigned ID/location. Schedules internal pickup with end-user and delivery through facilities. Requests records to be retrieved from vendor database and coordinates the retrieval and storage of requested records with outside storage vendor in accordance with procedures, standards and policies. Assists in detailed and extended searches for files that have been misplaced or not properly recorded with use of appropriate software and hard copy records. Facilitates requests received and routes to appropriate department and/or location. Maintains tracking logs for storage, retrieval, and outside vendor pick-ups through process completion. Creates and modifies a variety of reports using the coding structure of the document management system. Provides customer service for the organization, including requests for information, analysis and IG services to meet the business objectives. Develops and ensures compliance with appropriate records management procedures by ensuring compliance with the creation, receipt, classification, maintenance, storage, destruction and disposal of agency records, documents and related information. Orders supplies for the department. Performs other related duties as assigned.
Knowledge, Skills and Abilities Necessary to the Work
Records Analyst I
Knowledge of document management procedures and methods; skill in utilizing current software applications; skill in analytical process development; skill in oral and written communication; skill in operating a PC and associated Windows environment software (e.g. Microsoft Office Suite); skill in exercising tact and diplomacy; ability to exercise judgment
and discretion; ability to research problems and initiate solutions; ability to gather, analyze and interpret data; ability to maintain accurate records; ability to manage multiple priorities; ability to plan and organize work effectively; ability to be courteous and helpful under pressure; ability to maintain confidential information; ability to work effectively under heavy,
unpredictable surges in workload and deadline pressure; ability to work 24 hour emergency response, various shifts and weekends.
Records Analyst II
Knowledge of basic programming principles and techniques; knowledge of document management procedures and methods; knowledge of Kentucky Department of Libraries and Archives (KDLA) general records schedule; skill in utilizing current software applications;
skill in analytical process development; skill in oral and written communication; skill in operating a PC and associated Windows environment software (e.g. Microsoft Office Suite); skill in exercising tact and diplomacy; ability to utilize eB and Hansen; ability to exercise judgment and discretion; ability to research problems and initiate solutions; ability to gather, analyze and interpret data; ability to maintain accurate records; ability to manage multiple priorities; ability to plan and organize work effectively; ability to lead a team; ability to be courteous and helpful under pressure; ability to maintain confidential information; ability to work effectively under heavy, unpredictable surges in workload and deadline pressure.
Minimum Requirements
Records Analyst I
Associate Degree in business or a related field; one or more years of related experience; an equivalent combination of education and experience may be substituted. Must possess a valid driver’s license. Must have safe work and driving habits.
Records Analyst II
Bachelor Degree in business or a related field; two or more years of related experience; an equivalent combination of education and experience may be substituted. Must possess a valid driver’s license. Must have safe work and driving habits.
NON-UNIT, NON-EXEMPT
The following is a brief description of the major benefits that are provided to you as a Non-Unit, Non-Exempt employee of MSD. You will receive more detailed information on these benefits as they become effective. Please contact MSD’s Benefits Administrator at 540-6217 if you have any questions on any of the areas summarized below:
Group Health Care Plans
Hospital/Surgical
MSD offers its employees and their dependents a health care plan that provides a wide variety of benefit coverage, including hospital, surgical, physicians, and prescription drugs. The company and employee share in the cost of this coverage. Coverage is effective 60 days after date of hire.
Dental Benefits
MSD’s dental program offers coverage for a range of dental services, including diagnostic, preventive care, and orthodontic benefits for children. The company and employee share in the cost of this coverage. Coverage is effective 60 days after date of hire.
Group Disability/Life Insurance Benefits
Short-Term Disability
Effective after the completion of an employee’s new hire probationary period this plan provides 66 2/3% of your regular weekly wage during the period of any disabling illness or injury. Benefits begin the first day of disability, if hospitalized as an inpatient or over 23 hours, and on the sixth day under a doctor’s care if not hospitalized. Employees can draw up to 26 weeks of disability benefits in a twelve (12) month period.
Long-Term Disability
MSD offers a LTD plan which provides a replacement income of 66 2/3% of your insured pre-disability earnings in the event of an illness or injury that keeps a plan participant from work for more than six months. There is a six- month eligibility waiting period. When eligible, coverage is effective after a 180-day elimination period and is payable up to age 65.
VOYA Personal Accident Plan
Benefits are payable for a covered employee’s or covered dependent’s injury caused by a covered accident that occurs on or off the job. Premiums are the responsibility of the employee and are payroll deducted. Coverage is effective 60 days after date of hire.
VOYA Critical Illness Plan
Benefits are payable for diagnosis of specified covered critical illnesses for the employee and dependents enrolled on the plan. Premiums are the responsibility of the employee and are payroll deducted. Coverage is effective 60 days after date of hire.
Basic/Supplemental Life Insurance
Basic Life& AD&D insurance is provided at no cost to the employees. The life amount is one times your annual salary to a maximum of $300,000. Additional life insurance coverage, including dependent life is offered with the employee paying the premium cost. Special features include airbag benefit, beneficiary resource services, education benefit, repatriation benefit, seat belt benefit and waiver of premium. Coverage is effective 60 days after date of hire.
Retirement
County Employees Retirement System (CERS) – also referred to as Kentucky Public Pensions Authority
All employees participate in the CERS after one year of service. This one-year service requirement is waived in the event you have previously participated in CERS or one of the other Kentucky Public Pensions Authority (KPPA) programs. The plan is funded by joint contributions made by MSD and the employee. Plan members are required to contribute 6% of his/her gross salary through payroll deductions and MSD is required to contribute at an actuarially determined rate. Both MSD and employee contributions are set by the legislature and are subject to change. Vesting is achieved after 5 years of participation.
Employee savings plans (401(k)) and 457
MSD makes it easy for employees to plan for their retirement by offering a savings program that allows employees to accumulate savings through individual before-tax payroll contributions. MSD does not contribute any matching funds to either of the above plans. MSD’s financial involvement is assisting in the administration of both plans. Employees are eligible to participate in this plan from the first day of employment.
Mission Square Retirement (formerly ICMA-RC) and Kentucky Deferred Comp IRAs
Mission Square Retirement and the Kentucky Public Employees Deferred Compensation Authority both offer Traditional and Roth IRAs to MSD employees through individual payroll contributions. The Traditional IRA allows you to defer taxes on your earnings until they are withdrawn. Roth contributions and earnings are tax free if withdrawn after five years and after age 59 ½ or for a qualified purpose. Employees are eligible to participate in this plan from the first day of employment.
Paid Time Away From Work
Personal Days
On each December 1, employees are granted seven (7) Personal Days for use for any reason during the 12-month period ending the next November 30. When used, employees must notify their supervisor in advance. Unused hours will be paid to you in December. New employees receive a prorated amount of Personal Days, after 60 days of employment, for the balance of the twelve (12) month period ending November 30. Upon termination, employees will either be paid for the excess personal days earned over those used or will owe MSD the excess of personal days used over personal days earned. (Personal days earned is determined by proration over a twelve (12) month period.)
Holidays
An annual schedule of MSD’s eleven (11) paid holidays is posted each January. (Refer to Policies and Benefits Manual for complete listing.) Employees who are employed as of January 1 will also receive one (1) floating holiday for that year. Employees are eligible for holiday pay from the first day of employment.
Vacation
Vacation hours are accrued proportionately on a weekly basis beginning with the employee’s date of hire. Accrued vacation hours are available to the employee as they are accrued. Employees may request vacation time in accordance with current guidelines. The maximum amount of accrued vacation is 320 hours.
Other Benefits:
Flexible Spending Accounts (FSAs)
MSD offers two flexible spending accounts that allow employees to pay for certain dependent day care and health care expenses with pre-tax earnings. The dependent day care account may be used to pay for child care providers, day care facilities and certain other expenses related to the care of an employee’s dependent children while he or she is at work. It may also be used to pay for care provided to an individual with a physical or mental handicap who is the employee’s dependent, regardless of age. The health care account may be used to pay for IRS-allowable medical, dental, or vision expenses that are not covered by a health insurance policy. Employees are eligible to participate in this plan 60 days after date of hire.
Health Savings Account (HSA)
MSD offers a health savings account to coincide with the medical High Deductible Plan (HDHP). The account allows employees to pay for certain health care expenses not covered by the insurance policies. The HSA may be used to pay for IRS-allowable medical, dental, or vision expenses that are not covered by a health insurance policy. Employees are eligible to participate in this plan 60 days after date of hire.
Family Medical Leave Act (FMLA)
The Family and Medical Leave Act of 1993 (FMLA) entitles qualified employees up to twelve (12) weeks of unpaid leave per 12-month rolling period for the birth or adoption of a child, placement of a child for foster care, to care for a spouse or an immediate family member with a serious health problem or a serious health condition of the employee. The full text version of MSD’s Family and Medical Leave is available in the Employee Policy Manual.
Paid Parental Leave (PPL)
Paid Parental Leave of absence is offered to non-probationary, full time and part time employees who meet FMLA eligibility guidelines. The purpose of PPL is to enable MSD employees to care for and bond with a newborn or a newly adopted or newly placed child. This policy runs concurrently with Family and Medical Leave Act (FMLA) leave, as applicable.
Workers’ Compensation
MSD insures all employees for Workers’ Compensation. The administration of Workers’ Compensation benefits will be in accordance with the Kentucky Revised Statutes. Coverage is effective from the first day of employment.
Wellness Program – “Exercising Wellness”
MSD’s Wellness Committee continues to expand its workplace wellness initiatives by providing employees with tools and incentives that will improve their health, help reduce medical cost and boost worker productivity. Initiatives such as free use of on-site fitness centers, wellness seminars, health-risk screenings at the annual health fair and a disease management program offered through the group medical plan, are just a few of the incentives available to MSD employees.
Travel Insurance
MSD provides travel insurance for employees in the amount of $150,000 per person or $500,000 per accident.
Private Parking
Each employee is provided free parking for their private vehicle. However, the employee is responsible for insuring against damage or theft.
Service Recognition
MSD shall recognize the length of time an employee has served MSD by awarding the employee a gift after each five (5) year period of service and at the time of retirement with ten (10) or twenty (20) years of service. This award will appear on the employee’s paycheck and is subject to tax withholdings.
Tuition Assistance
MSD shall reimburse employees for successful completion of approved classes/programs up to a maximum of $5,250 per fiscal year for education expenses related to tuition, books and fees (subject to the availability of funds). Current reimbursement is: 100% for an A, 85% for a B, and 70% for a C. Full-time and part-time employees who have successfully completed their probationary period (at the time the course begins) are eligible to participate in this program.
Employee Assistance
MSD offers a confidential counseling and referral service through an outside agency for employees and their families. This program also sponsors seminars on a variety of topics. This service is available to employees from the first day of employment.
Public Service Loan Forgiveness (PSLF)
Since MSD is a government or not-for-profit organization, you might be eligible for the PSLF Program. The PSLF Program forgives the remaining balance on your Direct Loans
- after you’ve made the equivalent of 120 qualifying monthly payments under an , and
- while working full-time for an
For more information and to see if you qualify, go to:
01
What is your highest level of education completed?
- No H.S. diploma or GED
- High School Diploma or GED
- Some college, no degree
- Associate Degree
- Bachelor Degree
- Master’s Degree
- Other Graduate Degree
02
Do you have a valid driver’s license?
- Yes
- No
03
Please list your document management and/or records management experience including the types of documents and records.
04
How many years of experience do you have working in an office?
05
How many years of experience do you have retrieving information from a database?
06
How many years of experience do you have working with scanning and indexing records?
07
Do you have knowledge of records management lifecycle principles and best practices?
- Yes
- No
Required Question