Tribal Enrollment Administrator

GENERAL SUMMARY

Provides general administrative support duties for the Tribal Enrollment committee. The duties include taking meeting minutes, writing correspondences, preparing quarterly reports, managing enrollment files, and performing general office tasks.

CORE SCOPE OF POSITION

• Meetings Preparation and Support - Reserves meeting places, completes banquet request forms, and prepares meeting materials. Takes meeting minutes and maintains an attendance logs. Notifies Enrollment Committee Members of upcoming meetings through mail, e-mail, and telephone.

• Enrollment Program Support - Accepts applications for Tribal enrollment, screens for thoroughness and obtains follow-up information from applicant if needed. Monitors the progress of applications through the certification and enrollment process. Keeps applicants informed as to the status of the application. Works with Bureau of Indian Affairs (BIA), when necessary, to process applications; researches and gathers information when directed; retrieves or verifies certificate of Indian blood (CIB) and obtains enrollment numbers. Conducts research to complete enrollment files. Relays the BIA issued tribal enrollment number upon acceptance of application for membership. Reports all matters to the Enrollment Committee as a whole.

• Manages Enrollment Files - Maintains all enrollment files in a neat and orderly condition at all times. Ensures member files contain all pertinent documentation and information, including address changes, name changes, and notifications of deceased members. Follows policy for access enrollment files as established by the Tribal Enrollment Committee and Tribal Enrollment Ordinance. Ensures confidentiality of all files and information concerning enrollment, including the contents of applications and any issues involving enrollment status, in accordance with the Privacy Act, 43CFR 2.52.

• General Office and Special Projects - Perform a variety of clerical duties, such as c omposing and preparing documents, correspondence and quarterly reports, creating forms, faxing, copying, and filing. Screens incoming phone calls and routes to appropriate chain of command. Prepares check request and tracks expenses. Complies with and follows company and departmental policies and standard operating procedures, and any applicable governmental laws and regulations. Ensures that a clean, safe, hazard-free work environment is maintained. Maintains the highest level of confidentiality, impartiality, and reliability. Performs all other duties as assigned.

INTERACTION

• Works with the Bureau of Indian Affairs and interacts with Viejas Tribal Members, Tribal Council and Staff, Casino Viejas Team Members, and enrollment applicants.

SUPERVISION

• Does not provide supervision to other team members.

EDUCATION/CERTIFICATION

• High school diploma or general education degree (GED) required.

EXPERIENCE

• 2+ years of administrative or secretarial experience.
• Guest service experience required.

KNOWLEDGE AND SKILLS

• Strong short hand or note taking skills, with the ability to record an accurate record of meetings in a fast-paced environment.
• Knowledge of Microsoft Word, Excel, Outlook, and other computer programs.
• Demonstrated ability to handle multiple tasks.
• Strong organizational skills.
• Excellent verbal, written, and interpersonal communications skills.
• Good research skills.
• Be an independent worker who can maintain a high degree of confidentiality.
• Must have a calm persona, with the temperament to thrive in a high stress environment.
• May not be a Member of the Viejas Band of Kumeyaay Indians, relative of a Viejas Tribal Member, or in a relationship which may impair the ability to be remain impartial.