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…