Job Summary:

Administers the Tribal Enrollment program by gathering and maintaining information for enrollment purposes. Provides data collection, record and information management, and support services for the Member Services program. Maintains confidentiality and compliance with Tribal Ordinances.

Essential Functions:

• Responsible for maintaining accurate hard copies and electronic copies of enrollment records.
• Provides access to records in compliance with Tribal law and policy.
• Provides enrollment application forms, logs applicant information, and provides assistance in completing applications as requested.
• Explains eligibility requirements as regulated by current Tribal Enrollment Ordinance.
• Serves as advocate to outside agencies to obtain appropriate information necessary for enrollment. May include petitioning the Oregon Vital Records Office for adoption records.
• Answers questions regarding enrollment requirements in the Tribal Constitution and Enrollment Ordinance as well as relevant policies and procedures.
• Composes letters and documents and develops/modifies forms as necessary for use in the Enrollment Program under the supervision of the department manager.
• Drafts correspondence to local, state, and federal agencies requesting enrollment related documentation.
• Researches documents/files/database to establish lineage and blood quantum(s).
• Coordinates and communicates with the Legal Department as necessary.
• Coordinates with the Enrollment Committee to schedule meetings for the presentation of applications including; but not limited to, Restoration Roll Corrections, Quarterly enrollment applications and requests for blood quantum adjustments.
• Prepares enrollment reports for Tribal Council, Enrollment Department, and others as directed.
• Requests appointments and prepares documents for Enrollment Committee review and Tribal Council action.
• Presents Enrollment Committee recommendations to the Tribal Council for final action.
• Assists in notifying BIA, Siletz, Portland Area offices, Chemawa Indian Health Center, Siletz IHC, USDA and tribal programs of new enrollees.
• Issues updated rolls to BIA, IHC, USDA, tribal programs, and as requested.
• Issues Tribal I.D. cards as appropriate.
• Provides application forms, logs applicant information and provides assistance in completing applications for Restoration Roll corrections and Blood Quantum changes as requested.
• Researches documents/files/database to establish eligibility.
• Prepares written reports for each application submitted.
• Communicates/corresponds with Tribal members, applicants, and staff.
• Prepares files and provides staff recommendation to the Enrollment Committee for consideration.
• Presents information to the Enrollment Committee and Tribal Council.
• Implements Ordinance changes when approved by Tribal Council.
• Accurately enters confidential data into the Tribe's database.
• Reviews existing hard files, documents and database information, transferring selected information into the Tribe's database system.
• Develops reports from query findings (e.g., sex, age, geographic location, birth, and death rates, genealogy tracking, family trees, etc) as needed.
• Monitors record changes to ensure procedures are followed and scheduling requirements are met in a timely manner (cross-referencing data, internal integrity processes).
• Gathers information necessary to initiate/provide services and/or records.
• Creates standard reports as needed.
• Reviews data being entered against existing database and hard files for accuracy.
• Performs a variety of other duties as assigned by supervisor.

Education, Experience, and Licenses:

• Requires an Associate's Degree in Business or substantially equal relevant technical training and experience.
• Requires a minimum of two (2) years' experience in a vital statistics, records management or directly related field. Tribal Enrollment experience preferred.
• OR equivalent combination of education, training and experience.
• Must maintain a valid Oregon driver's license or obtain one upon hire, qualify for the Tribe's vehicle insurance, and provide proof of personal vehicle insurance.

Qualifications, Registrations, and Certifications:

• Tribal Enrollment experience preferred.
• Knowledge of, or ability to quickly learn, Tribal Member Enrollment policy and procedures. Must be willing to be on a training plan to develop expertise in this area.
• Requires knowledge of accounting principles and practices.
• Must have the ability to work with angry or disgruntled clients in a cooperative and effective manner.
• Must have the ability to use computer application software packages to include; spreadsheets, databases and word processing applications; Microsoft Office products preferred.
• Must be able to operate a multi-line telephone system with a high volume of incoming calls.
• Must be able to work under pressure and handle sensitive clients/situations, and refer them to appropriate staff members for resolution.
• Must be able to operate a variety of general office equipment, which may include, but is not limited to calculator, fax machine, scanner, and copy machine.
• Required to maintain the highest degree of confidentiality.
• Knowledge of and sensitivity to Native American culture required.

Environmental Factors and Conditions/Physical Requirements:

• Continually requires the ability to express or receive detailed information or important instructions through oral communication.
• Continually requires working with fingers rather than the whole hand or arm. Requires repetitive movement of wrists, hands and/or fingers. Often requires walking or moving about to accomplish tasks.
• Requires standing and/or sitting for sustained periods of time, raising objects from a lower to a higher position and/or moving objects horizontally.
• Occasionally requires lifting of up to 40 pounds.
• Due to the nature of the interactions with other employees and the public we serve, employees may be required to provide documentation of, or receive, certain health vaccinations.
• This position is frequently subject to inside environmental conditions which provide protection from weather conditions, but not necessarily from temperature changes, and is occasionally subject to outside environmental conditions.
• May be called upon to serve as a Disaster Reservist during emergencies, or when the Tribal Emergency Operations Center is opened.
• Local travel is occasionally required. Travel outside of the state is infrequently required.

Background Check:

• Candidates for this position will be subject to criminal and character background checks and may be subject to fingerprinting.

Disclaimer:

The individual must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing a significant safety threat to self or others. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified.