Salary : $54,184.00 - $81,244.80 Annually

Location : Louisville, KY

Job Type: Full-Time

Remote Employment: Flexible/Hybrid

Job Number: 24-098

Division: Executive Office Division

Department: Records and Information Governance

Opening Date: 05/28/2024

Closing Date: 6/3/2024 11:59 PM Eastern

Pay Grade: 15

Work days & hours: Monday-Friday 8:15 AM - 5:00 PM

Job Summary

Maintains the document management system and oversees and ensures proper records tracking within systems. Coordinates quality control of documents, programs and reports within the system for use throughout the organization. Assures that documents are accurately placed and identified with proper attributes. Conducts searches of electronic records. Assists in defining criteria for searches. Communicates effectively the status of requests and potential issues with requestor. Assists in records processing. Sorts, classifies, and codes documents for integration into systems and storage areas. Retrieves and references documents. Maintains logs and indexes for accurate document retrieval. Coordinates destruction of documents. Provides direct assistance to the Director of Records and Information Governance Program and Records and Information Manager. Coordinates and handles the retention, research, distribution, storage, and data input from all divisions.

Essential Job Functions

Develops and implements records storage procedures and work instructions for records and retrievals. Administers and reviews the containers within the document management system. Performs quality control of information stored offsite and in the document management system. Conducts inventory and analyzes records ensuring consistency of files maintained and returned to off-site storage facility. Assists departments in defining the appropriate search criterion. Assists departments in accessing and sorting search results. Assists in compiling open records responses to requests. Develops and coordinates correspondence and report control programs. Responds to complex records requests, requiring research, in response to legal and open records requests. Exercises some independent judgment and decision making to perform routine tasks with supervision and instruction. Develops reports, charts, tables, maps and/or graphics for presentations to summarize or track operations and activities. Assists in training district staff on the Records and Information Governance Program and develops training materials to meet users' needs. Prepares periodic activity reports related to the Records and Information Governance Program systems. Develops, maintains and executes searches and reports. Ensures effective work flow, such as the timely storage, retrieval and accurate recording of historical records. Coordinates and handles all records for research of storage, retrieval, distribution or destruction, and tracks data input from all divisions in accordance with MSD's policies and Kentucky public records retention statutes. Distributes retention schedules and composes letters of destruction for approval. Oversees the entry of the inactive records inventory into the records management system to ensure accuracy and compliance with retention and disposition guidelines. Coordinates and facilitates inventory and maintenance of agency forms and templates. Gathers information from stakeholders and end users during periodic updates of retention schedules. Maintains knowledge and awareness of industry trends, methods, and technologies related to inactive records and information management. Performs other related duties as assigned.

Knowledge, Skills and Abilities Necessary to the Work

Knowledge of Kentucky Department of Libraries and Archives (KDLA) general records schedule; knowledge of records management and maintenance methods and principles; knowledge of state and municipal administration regulations, practices, policies and procedures; knowledge of official and original records and documents organization, maintenance and system policies, procedures and techniques; knowledge of clerical techniques and practices; knowledge of basic office equipment; skill in oral and written communication; skill in problem solving; ability to utilize eB and Hansen; ability to operate a PC and associated Windows environment software (e.g. Microsoft Office Suite); 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

Bachelor degree in business or a related field; two or more years of records management experience; an equivalent combination of education and experience may be substituted. Certified Information Professional or Certified Records Manager preferred. 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?

03

How many years of records management experience do you have?

04

How many years of administrative office experience do you have?

05

How many years of experience do you have retrieving records and information from a database?

06

Are you familiar with the (KDLA) Kentucky Department of Libraries and the KRS Kentucky Revised Statues related to records?

07

Do you have knowledge of records management lifecycle principles and best practices?

Required Question