Position Title: Enrollment Clerk/ Program Manager
Department: Office of Vital Statistics & Enrollment
Salary Grade: 1065 Per Class Code
Position Status: Full-time
FLSA Status: Non-Exempt
Position Summary
Under the general direction of the Program Director; assist the Program Director with implementing and
supporting all census and enrollment data projects.
This job description is illustrative only of the responsibilities performed by this position and is not an all inclusive
list of all responsibilities, duties, and skills required of personnel in this classification. Duties,
responsibilities, and activities may change at any time with or without notice.
Essential Duties and Responsibilities
• Always maintains confidentiality by keeping all records, documents, personal contact information for member and non-member files, and other matters dealing with the people confidential; and information will not be discussed with anybody outside of the Vital Statistics Office unless otherwise
directed.
• Responsible for cataloging current tribal enrollment rolls, including base rolls, and ongoing roll, continuous inventory of information.
• Responsible for finalizing inventory of all current vital statistics documents.
• Responsible for updating current and future forms.
• Assist the Director with Enrollment Files, Death Certificates, Bureau of Indian Affairs forms, and correspondence to the Tribal Governor's Office.
• Assist in contacting outside agencies relating to enrollment.
• Responsible for updating census data and entering data into a database.
• Responsible for implementing and continued digital scanning and storage of enrollment and vital statistics records.
• Assist the Director in council meetings in making program presentations.
• Be in the authority of the Vital Statistics office during the absence of the Director.
• Attends all scheduled meetings as requested by the Director.
• Responsible and proficient in explaining the Enrollment processes to the community.
• Provide excellent customer service via telephone and in person.
• Contributes to a team effort by accomplishing related results as required.
Knowledge, Skills, and Abilities
• Knowledge of Santa Clara, State, & Federal laws, regulations, policies, and procedures.
• Must be skillfully knowledgeable in documentary research.
• PC proficiency and strong skills in MS Word, Excel, PowerPoint, and Access are required, along with experience in working with an electronic database to compose a number of professional documents.
• Self-motivated, organized, able to handle multiple tasks, meet deadlines and work under pressure.
• Able to interact and communicate effectively with community members, outside agencies, and tribal leadership.
• Strong verbal and written communication skills.
• Ability to work with employees and community members regarding sensitive, confidential information.
Minimum Qualifications
• Associate degree in Data Entry, Records Management recommended, or 2 years of equivalent combination of education, training, and experience which provides the requisite for the position.
• Two (2) years of experience with developing and maintaining databases.
• PC proficiency and strong skills in MS Word, Excel, PowerPoint, and Access are required, along with experience in working with an electronic database to compose a number of professional documents.
• Must have Two (2) years of Supervisory experience.
• It is preferred that this individual is a resident of Santa Clara Pueblo who can understand the native Tewa language and is knowledgeable of Santa Clara Pueblo history and culture. Physical Requirements and Work Environment
While performing the duties of this job, the employee is regularly required to talk or hear. The employee
frequently is required to stand, walk; sit; and use hands to finger, handle, or feel. The employee is
occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
The employee may need to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25
pounds. Specific vision abilities required by this job include the ability to adjust focus. The noise level in
the work environment is usually moderate. Travel may be periodically required. The incumbent may be
required to work occasional nights due to meetings.
Operating Values
? Respect - Treats everyone with courtesy, politeness, and dignity. Listens to and communicates
with teammates, employees, and community members in ways that build mutual respect and
positive working relationships.
? Citizenship - Follows proper procedures and keeps appropriate records. Ensures compliance
with regulatory and legal requirements.
? Caring - Cares about and demonstrates concern for employees and community members. Builds
mutually beneficial relationships with employees, vendors, and community members.
? Trustworthiness - Takes actions that build confidence in the Department and Pueblo of Santa
Clara. Demonstrates honesty and high standards of integrity in all interactions. Gains trust and
confidence in relationships with teammates and employees at all levels.
? Fairness - Listens to the concerns of employees and community members. Take specific
actions to ensure the success of employees. Make decisions after careful and appropriate
consideration.
? Responsibility - Takes accountability for the services provided, pursuing excellence in
everything. Finish rather than surrender to obstacles or excuses. Continually look for ways to
improve work. Fulfill obligations and help to fulfill the obligations of the Department.
Disclaimer
Working Conditions for individual positions in this classification will vary based on each department's
utilization, essential functions, and recruitment needs at the time a vacancy is posted. Employees must
be able to perform the essential functions of the position satisfactorily and, if requested, reasonable
accommodation will be provided to enable employees with disabilities to perform the essential functions
of their job, absent undue hardship. All requirements are subject to possible modification to reasonably
accommodate individuals with disabilities.
Employment Requirements
Successful completion of a thorough background investigation and MVD check. Employees must comply with Tribal Safety Guidelines, Policies, and Procedures and follow the HIPPA US Department of Health and Human Services Guidelines. Successful completion of the mandatory National Incident Management Training (NIMS) within the first 90 days of employment. Must pass a drug/alcohol test. Must have a valid New Mexico Driver's License and be insurable through the Tribe's carrier and not have any DUI/DWI
