POSITION: Enrollment Coordinator
REPORTS TO: Program Director
JOB PURPOSE: Contributes to the efficient daily operation of the Enrollment office by performing a variety of secretarial and administrative duties. Maintains professionalism in all interactions with internal and external customers.
This position description may not include all of the listed duties, nor do all of the listed examples include all tasks which may be found or assigned to this position.
Assists in the maintenance of records and compiles all tribal membership and census information; including births, deaths, marriages, divorces, relinquishments, naturalizations, adoptions, court orders and paternity documents.
Acts as Receptionist; answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department.
Takes and delivers messages or transfers call to voice mail when appropriate personnel are unavailable.
Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested.
Schedules appointments and project meetings and maintains the program director's appointment and project meeting calendar.
Works with other staff members on the scheduling of events and activities.
Distributes and explains application for enrollment process.
Retrieves messages from voice mail and forwards to appropriate personnel.
Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel. Answers questions about tribal enrollment and provides general information.
Provides general information on inquiries related to tribal membership and census.
Maintains accurate database of tribal members and descendants including address, name changes, marriage, divorce, death, and other changes.
Processes name changes for tribal members and tribal descendants through Tribal Courts.
Assists community members with name changes utilizing Tribal Courts and Oklahoma Vital Records Office.
Accepts and ensures all documentation is submitted for enrollment process.
Distributes and explains residence ordinance applications.
Accepts residence ordinance applications and ensure all proper documentation is submitted.
Issues photo identification cards to tribal members as required.
Assists with community activities as required.
Prepares purchase requisitions as needed.
Acts as poll clerk for tribal elections and special elections.
Adheres to the Freedom of Information Act and Privacy Act requirements when releasing sensitive or personal information and ensures confidentiality of all records.
Performs other duties as assigned.
High School Diploma or GED
6 months to 1 year of clerical experience is required.
Must be an enrolled member of the Seminole Nation
Must be able to pass the Seminole Nation required background check.
Must be able to comply with the Seminole Nation Drug Free Workplace policies.
KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS:
Knowledge of Seminole Nation, its history and culture.
Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
Knowledge of Title 22 and procedural processes involved with the preparation of tribal membership rolls.
Knowledge of office functions, procedures, and policies.
Skill in operating various word-processing and database software programs.
Skill in treating internal and external customers with tact, courtesy, and respect.
Ability to carry out instructions furnished in verbal or written format.
Ability to communicate efficiently and effectively both verbally and in writing.
Ability to handle multiple tasks and meet deadlines.
Ability to exercise independent judgment.
Ability to understand official documents, birth certificates, death certificates, and knowledge of legal terms.
Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
Ability to maintain confidentiality.
Must be able to sit for up to 6 hours per day.
Extensive use of vision will be required for document review.
Talk, hear, sit, stand; use hands to handle objects, equipment, controls and reach with arms and hands.
Position requires frequent lifting of up to 25 lbs.
Work is performed in a typical interior/office environment. Frequent interaction with the public.
Noise level is usually minimal.