Enrollment Specialist

Purpose

Ketchikan Indian Community (KIC) job descriptions are a management tool to help organize duties and provide employees with the employer’s expectations with regard to a specific job classification.  The duties listed are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is a reasonable assignment for the position.  This job description is not an employment agreement or contract.  Management has the exclusive right to alter this job description at any time without notice.

Job Summary

Incumbent will help provide coordination of the KIC Enrollment records in a confidential and professional manner. The Tribal enrollment processes utilize the Tribal Enrollment Software.  Must provide protection and the integrity of Tribal records through proper records management. 

This position will receive assignments under the general direction of the Executive Assistant and finished projects will be reviewed for quality and clarity.  This person can be requested by the supervisor to work evenings or attend special meetings or events and to detect problems and system improvements.

ESSENTIAL JOB FUNCTIONS

This position is the point of contact for providing updated written verification of Tribal Enrollment to upper level management, Tribal members, approved KIC programs, Health Care Providers, Social Services and other Tribes as requested. Incumbent is responsible for providing family histories to ICWA specialists and general resource information.

Coordinates daily incoming \ outgoing mail.  Assists with Tribal Members efforts that include: Elections, Tribal Membership Meetings, and KIC public outreach events or information.  Demonstrates flexibility to perform at the highest level as a team player.

Enrollment Requirements

Individual is the central point of contact for gathering, updating and maintaining Tribal Member applications and blood quantum documents.  Process includes:

• Collects applications for tribal enrollment requests;
• Inputs data and ensures updated information is in KIC approved Enrollment Software;
• Provides verified tribal enrollment applications to the Tribal Enrollment Committee for monthly enrollment meetings and provides information on enrollment requirements to assists with verification;
• Creates Tribal Enrollment cards.

Additional enrollment duties require incumbent to keep record of updated Tribal Enrollment information including but not limited to; name changes, deaths, enrollment, address changes, and removal from rolls.   Monitors records by auditing Tribal Member enrollment records and report results are finalized.  Will also keep current verified enrollment lists available upon request and ensures all Tribal and federal enrollment requirements are met.

Election Responsibilities

Provides Tribal Council election assistance upon request.  Presents to Tribal Council the annual election timelines in accordance with election procedures. Preserves all election certificates, petitions, registers, all voted ballots and nominating petitions according to established rules.

Public Relations

Provides up to date public relation mailing and email lists.  Maintains a current contact list for KIC program, resources, and outside referral agency resources.  Serves as a resource for Tribal Members providing information to include KIC program materials or referring Tribal Members to KIC services or other organizations as needed.

Recordkeeping

Completes, revises, reproduces, maintains, and secures department documents.  Examines and evaluates existing and new methods for using, protecting, and disposal of records.  Schedules transfer of action records to inactive or archival storage.  Works towards reducing paper records to micrographic form.

KIC COMPETENCIES

Cultural Competency: To be respectful and responsive to the health beliefs, practices, and cultural and linguistic needs of KIC Tribal Members. Developing cultural competence is an evolving, dynamic process that takes time and occurs along a continuum.

Commitment: To serve Tribal Members and set a high standard for yourself in your performance; strive for results and success; convey a sense of urgency and bring issues to closure; and stay persistent despite obstacles and opposition. 

Customer Service: Meet/exceed the expectations and requirements of internal and external customers; identify, understand, and monitor the needs of both internal and external customers, always talk and act with customers in mind; and recognize working colleagues as customers.

Effective Communication: Ensure important information is passed to those who need to know; convey necessary information with respect, clearly and effectively orally or in writing

Responsiveness and Accountability: Demonstrate a high level of conscientiousness; hold oneself personally responsible for one's own work; and do the required fair share of work.

Knowledge, Skills, and Abilities

• Working knowledge of Microsoft Word and other software programs
• Must have strong organizational skills and the ability to problem solve
• Ability to enter and manage data.
• Ability to interact in a positive and motivated manner with Tribal Members, staff and applicants seeking enrollment.
• Able to utilize a maximum degree of professionalism and diplomacy.
• Ability to communicate professionally over the phone and in person in a positive and clear manner.
• Ability to maintain an effective working relationship with personnel, Tribal Council Members, Tribal Members and other Tribal governments and agencies.
• Ability to meet deadlines/timelines effectively.
• Ability to manage simultaneously multiple tasks including; phone calls, computer operations, and in-person visitors.
• Ability to work independently.
• Ability to take directions and constructive criticism from supervisor and/or designee  
• Ability to maintain confidentiality of all KIC operations and staff.

Physical Activities Include

Must be able to hear.  Specific vision abilities include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.  Ability to use hands to finger, handle or operate objects tools, or controls; reach with hands and arms; climb or balance; stoop, kneel, crouch; and taste or smell.  Each of the listed activities also requires standing, sitting, walking, bending, and stooping, climbing on stools and ladders, and routinely lifting and carrying items and boxes up to ten (10) pounds.

Writing by hand and using a personal computer. Long hours in front of computer screen.  Traveling occasionally to out-of-town meetings and functions.

License(s)

Possess current valid State of Alaska driver's license with a record acceptable to KIC’s Insurance carrier.

Working Conditions

QUALIFICATIONS

Education

High school diploma or equivalent required.  Associate degree preferred.

Experience

Four (4) or more years of experience in a clerical position or office administration position. Experience working with related tribal and/or federal regulations, and coordinating Tribal administrative processes preferred.

Any combination of related education and/or related experience will be considered if the candidate possess the demonstrated ability. 

Salary : $23 - $34