Job Description

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.

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