Enrollment Clerk (Tribal Member Only)

CLOSING DATE: May 9, 2024

SUMMARY:

 This position is responsible for the maintenance of all enrollment records for the Prairie Island Indian Community and provide administrative support, as needed, to various departments.

DUTIES AND RESPONSIBITIES:

The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.

• Maintain all enrollment and membership records, including, but not limited to:
  • Applications for enrollment
  • Documents supporting applications
  • Relinquishments
  • Disenrollments
  • Enrollment decisions (approvals, rejections, appeals)
  • Name changes
  • Family relationships
  • Birth, marriage, divorce and death records
  • Change of address forms
  • Correspondence relating to enrollment and membership (for example, education, ICWA, IHS)
  • Membership (minors and adults, deceased and living)
  • Enrollment Committee meeting records

• Responsible for scanning, storing, retrieving, accessing, retaining and disposing of records in accordance with policies and practices of the Prairie Island Indian Community
• Provide enrollment applications and pre-application forms, reviews for completeness and refers to Enrollment Committee
• Provide membership application forms in accordance with Committee policies and assists in completion of the forms
• Maintain application files throughout the enrollment process
• Prepare completed application packages for presentation to the Enrollment Committee
• Prepare letters of approval or denial to applicants
• Prepare documentation for resolutions
• Prepare notices and correspondence as instructed by the Enrollment Committee
• Prepare Tribal identification cards to enrolled members and periodically updates the system bank
• Assist the Bureau of Indian Affairs in updating Prairie Island enrollment records in the possession of the BIA
• Assist members in obtaining verification of enrollment or other information to establish eligibility for services or benefits available to Indians
• Attend Enrollment Committee meetings
• Prepare and submit a monthly written report on enrollment activities, verbally reports to the Committee at each meeting
• Respond to inquiries concerning enrollment policies, procedures and eligibility criteria
• Participate in continuing education in tribal records management and electronic records storage technology
• Maintain records both manually and electronically in the manner directed by the Enrollment Committee, and as set forth in policies and procedures adopted by the Committee
• Other duties as assigned

QUALIFICATIONS:

Required

• Prairie Island enrolled tribal member in good standing
• High School Diploma or equivalent
• Experience in maintaining filing system
• Ability to electronically scan records
• Knowledgeable of Prairie Island Indian Community Constitution, ordinances and resolutions concerning enrollment
• Excellent organizational skills
• Ability to maintain strict standards of confidentiality
• Excellent written and verbal communication skills
• Proficiency in using a computer and common computer software programs (e.g., Microsoft Word, Excel, Outlook, PowerPoint and Teams)
• Ability to work independently and effectively with minimal supervision
• Ability to work well within the existing team and government structure
• Sensitive to Native American Culture
• Must pass drug screen (UA) and a criminal background check
• Valid driver’s license and proof of insurability

PHYSICAL DEMANDS:*

• Must have the ability to lift and carry up to 50 pounds
• Must be able to sit for long periods of time with occasional amounts of standing or walking

REQUIRED TRAINING:

• Harassment training
• Any position-related training as determined by department manager

WORKING ENVIRONMENT:

• Work is performed primarily in an office setting

DISCLAIMER AND CONDITIONS OF EMPLOYMENT:

All Prairie Island Indian Community employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

The Prairie Island Indian Community Tribal Employment Rights Ordinance applies to this and all employment opportunities for the Community.