Enrollment Administrative Assistant

Quapaw Nation Careers

2d•Onsite

About The Position

This position is responsible for the professional and efficient management of visitors, assisting and referring Quapaw Nation tribal members to the appropriate services, responding to telephone calls and messages, as well as a variety of clerical duties that support the Quapaw Nation Enrollment Department and assist as the backup when needed with the Quapaw Nation Tags Department. This position serves as a key administrative and operational support role responsible for maintaining and managing tribal membership records, coordination enrollment processes, assisting with tribal elections, and acting as a back up point of contact between tribal members, committees, and tribal leadership. This role ensures compliance with tribal ordinances, policies, and procedures related to membership and elections and facilitates effective communication and services for tribal citizens.

Requirements

Knowledge, Skills, and Abilities: Ability to interpret and apply Tribal law and policy.
Strong attention to detail and ability to handle highly sensitive and confidential information with discretion.
Cultural awareness and respect for tribal traditions and community relationships.
Excellent written and oral communications skills.
Must maintain a high level of confidentiality at all times.
Ability to read and comprehend simple instructions, short correspondences, and memos.
Ability to write simple correspondences.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to apply common sense understanding to carry out detailed but involved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Knowledge of Internet Explorer and Microsoft Office.
Ability to handle high stress situations.
Study and obtain a working level of competency of the Quapaw Nation Enrollment and Election Ordinance.
Ability to work long hours during elections which may include weekends, holidays, and evenings.
Experience: One to two years related experience and/or training; or equivalent combination of education and experience.
Experience gained through Tribal programs, departments, or culturally relevant community services will be considered.
Education: Minimum high-school diploma; Associate degree or equivalent from two-year college or technical school preferred
Physical Abilities: The incumbent must be able to sit for prolonged periods of time, as well as regularly reach above the shoulders; must be able to squat, push, pull, and lift up to and including 25 pounds without experiencing physical discomfort or pain.
Excellent eyesight – with or without vision correction – is mandatory.
Must be able to travel occasionally for attendance of seminars, lectures, etc.
Must submit to and pass alcohol/drug screening and criminal background check.

Nice To Haves

Associate degree or equivalent from two-year college or technical school preferred

Responsibilities

Ensures a point of contact for each enrollment and tag program.
Promptly, professionally, and courteously responds to telephone calls and visitors.
Adept at using all features of the telephone system and voice mail.
Maintain and update the official tribal membership roll, ensuring accuracy of data, demographic information, and vital statistics.
Assist when needed on preparing and processing enrollment applications, documentation, and eligibility verification, and communicate with applicants regarding status and requirements.
Provide enrollment data and reports to tribal departments, leadership, and committees as needed.
Coordinate and prepare materials for Enrollment Committee meetings when needed.
Maintains knowledge of current postal regulations and services frequently used by the organization such as certified, overnight, and return receipt mail.
Maintain open communication with supervisors to ensure job tasks are completed timely and potential problems are identified and corrected.
Respects confidentiality in discussing Quapaw Nation Members and staff matters.
Maintains confidentiality of organization fiscal and personnel related information.
Performs routine office tasks necessary for the operation and presentation of a professional office.
As needed, assists with clerical tasks to include typing, filing, proofreading, and maintenance of service logs and data entry and electronic scanning.
Exhibits genuine concern for guests and always conducts oneself appropriately and professionally.
Reports to work regularly and on time.
Assists in other duties as needed and directed.
Assist in helping or organizing events such as the health fair.
Assist with the renewal and tagging of new vehicles, when needed.
Assist with change of addresses and provide new addresses to insurance company.
Thorough knowledge of electoral procedures, policies and laws as set forth by the Election Committee and Election Ordinance.
Help maintain the voter registration forms received for review by the election board.
Help prepare new voter registration identification cards once the application is approved.
This position will assist with absentee ballots and mail outs.
Assist when needed in absentee voting and / or election day voting in accordance with the Quapaw Nation Election ordinance.
Assist when needed in the preparation and closing of election equipment, including lifting and carrying supplies, assist poll workers in pick up and return of supplies, back up data in secure location, maintain all records and post all election results.
Communicate election information to tribal members, respond to inquiries about elections or candidacy procedures, and serve as point of contact during election cycles when needed.
Must have excellent organizational skills and the ability to multi-task and work independently under pressure of frequent interruptions.
Assist with EFA as needed.
Performs other related duties as assigned.