Enrollment Administrative Assistant

Performs a variety of duties of above average difficulty

Department:

Enrollment

Pay Grade:

$19.21

FLSA:

Non-exempt

Job Description:

Performs a variety of duties of above average difficulty with responsibility and duties in a variety of membership related activities and its components within the Membership/Enrollment Ordinance.

Duites:

  • Works closely with the Enrollment Coordinator and San Felipe Tribal Community to ensure vital record are appropriately kept and made available.
  • Maintains strict confidentiality of sensitive documents and privileged information.
  • Provides exceptional client service to San Felipe Tribal Members and others
  • Ensuring complete, accurate electronic files and paper files for all Tribal members are entered into the enrollment software (Progeny ES) which includes:
  1. Application for Membership
  2. Birth Certificate (applicant and parents)
  3. Baptismal Certificate
  4. Social Security card
  5. Blood Quantum
  6. Adoption papers (if applicable)
  7. Paternity (if applicable)
  8. Relinquishment (if applicable)
  9. Death certificate (if applicable)
  • Assists in research of family histories to establish parentage and tribal affiliation.
  • Develops and maintains communication with outside resources such as:
  1. Progeny ES (Enrollment Software)
  2. NM Vital Records
  3. Office of the Medical Investigator
  4. Our Lady of Guadalupe Parish
  5. Other Tribal Enrollment Programs
  • Attends Tribal Council meetings with the Enrollment Coordinator for presentation of membership requests per the Enrollment Ordinance.
  • Assists with creating and producing reports for Tribal Council meetings.
  • Assists in producing, scanning, mailing of documentation for the newly approved enrolled members and relinquished individuals.
  • Receives and responds to Family Services for ICWA cases; assists programs with requests for categorized counts; corresponds with other enrollment programs regarding tribal membership status.
  • Processes application for death records, input data into DAVE System (NM Vital software) to obtain a Death Certificate for the family.
  • Issues photo identification cards, CIBs and employment badges.
  • Assists in coordinating and developing Enrollment Committee and staff meeting schedules, agenda items, etc.  Attends all scheduled meetings and transcribes and maintains all minutes of staff, Enrollment Committee and other meetings.
  • Make a conscious effort to expand personal knowledge and understanding of Tribal Enrollment.
  • Answers telephones and routes calls to appropriate officials
  • Files documents concerning tribal membership and census
  • Composes and prepares routine correspondence
  • Completes purchase orders for vendor payments and purchasing approvals
  • Makes training and travel arrangements
  • Additional Duties as assigned

Additional Responsibilities: This position description in no way states or implies that these are the only duties performed by this employee.  He or she will be required to follow any other instructions or to perform any other duties requested by his or her supervisor.

Qualifications:

Education:  Experience/Basic Knowledge:

  • Associates Degree (AA) or equivalent from a two year college or technical school, or two year’s related experience, preferably tribal.  Demonstration of equivalent combination of education, training, and experience may be accepted
  • Incumbent must have significant experience in computers and its software application (windows, excel, power point, etc.) organizing meetings, preparing reports and coordinating activities
  • Must have well developed communication skills; ability to work closely with community members and other staff. 
  • Adheres to Pueblo of San Felipe personnel policies and procedures
  • Must be able to read and interpret documents, correspondence, and inquires and respond to common inquires with a high level of professionalism.
  • Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. 
  • Ability to apply common sense understanding to carry out detailed written or oral instructions. 
  • Ability to problem solve, and manage multiple deadlines and requests

Required Licenses/Certifications: Must have a valid New Mexico’s Driver’s License

Physical Requirements: Physical Demands require the ability to work effectively in an office setting, to lift at least 40 lbs., to sit behind the desk for the majority of an 8-hour workday.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Preferences:

  • San Felipe Tribal Member Preferred
  • Language proficiency in both English and Keres Required

Working Conditions:

Primary working conditions are in an office setting, may be required to travel in-state in performance of Essential Duties and out-of-state for training or other opportunities. 

Additional Info:

Supervision and Guidelines: There is no supervisory responsibility associated with this position.  This position is under the direct supervision of the Enrollment Coordinator

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