Enrollment Specialist

Position Summary:

Under general supervision, processes enrollment applications for individuals applying for tribal membership.

The work is normally reviewed upon completion, with occasional spot checks while in process, to ensure accuracy, timeliness and conformance to established standards; major work tasks are covered by instructions or procedures and unusual situations are referred to a supervisor.

Essential Duties and Responsibilities:

• Receives enrollment applications and reviews and verifies forms for completeness in accordance with established policies and procedures. Conducts research on families as needed.
• Processes application and forwards to Enrollment Committee for review.
• Informs applicants of status of application.
• Creates correspondence, reports, minutes, agendas, or memos from drafts, recordings or verbal instruction.
• Sets up and maintains accurate enrollment records and files in compliance with departmental and regulatory policies and procedures.
• Maintains member information by compiling, verifying, updating, and entering tribal member's personal information.
• Maintains integrity of enrollment systems by inputting, retrieving and sorting membership data.
• Generates accurate reports on an as needed basis.
• Prepares outgoing correspondence, including emails, faxes, and memos.
• Maintains inventory of office supplies and equipment; performs minor maintenance and repairs; arranges for equipment maintenance and repair.
• Receives, logs, sorts and distributes incoming and outgoing correspondence.
• Acts as receptionist; greets and directs visitors; takes and conveys phone messages; provides information in response to requests from other employees and the public.
• Performs other job related duties as assigned and contributes to a team effort.

Knowledge, Skills, and Abilities:

• Knowledge of the Tohono O'odham culture, customs, and traditions.
• Knowledge of applicable federal, state, tribal laws, regulations and requirements.
• Knowledge of Ordinance of the Tohono O'odham Nation (Enrollment) 5-81, Amended 213-84, 262-86.
• Knowledge of business writing, spelling, grammar and punctuation.
• Knowledge in records management procedures.
• Skill in operating various word-processing, spreadsheets, and database software programs.
• Skill in providing superior customer service to external and internal customers.
• Ability to work extended hours and various work schedules.
• Ability to maintain privileged confidential information.
• Ability to establish and maintain positive and effective working relationships with other employees and the general public.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to exercise independent judgement.
• Ability to plan, assign and review the work of assigned personnel.
• Ability to define problems, collect data, establish facts and draw valid conclusions.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to work extended hours and various work schedules.
• Ability to travel within the interior/exterior boundaries of the Tohono O'odham Nation.

Minimum Qualifications:

High School Diploma or General Education Diploma and one year work experience in administrative or secretarial work experience in public elections, vital records, or an equivalent combination of training, education, and work experience which demonstrates the ability to perform the duties of this position.

Licenses, Certifications, Special Requirements:

• Must type 25 WPM.
• Must demonstrate forty-five percent proficiency in grammar, spelling, and math.
• Upon recommendation for hire, a criminal background check is required to determine suitability for hire, including a 39-month Motor Vehicle Record.
• May require possessing and maintaining a valid driver's license, (no DUIs or major traffic citations within the last three years).
• If required, must meet the Tohono O'odham Nation tribal employer's insurance requirements to receive a driver's permit to operate program vehicles.

Based on the department's needs, incumbents may be required to demonstrate fluency in both the Tohono O'odham Language and English as a condition of employment.