Enrollment Officer

WILTON RANCHERIA•Elk Grove, CA

About The Position

Under the direct supervision of the Chief Administrative Officer, the Tribal Enrollment Officer is responsible for the administration, maintenance, and development of enrollment records and systems. This position serves as the primary point of contact for enrollment matters, including determining membership eligibility, maintaining accurate and complete Tribal membership rolls, managing databases and filing systems, and responding to requests from Tribal members, agencies, and internal departments.

Requirements

Must be a Wilton Rancheria Tribal Citizen.
Must be at least twenty-five (25) years of age.
High school diploma or GED required.
Must have no felony convictions and successfully pass a pre-employment background check and drug screening.
Must be able to work occasional evenings and weekends as required for meetings.
Must be able and willing to travel as required for trainings, meetings, and other official Tribal business.
Must possess a valid, unrestricted California driver’s license and be insurable under Wilton Rancheria’s automobile insurance requirements.
Ability to learn, understand, and apply Wilton Rancheria laws, constitution, and enrollment ordinances, including procedures governing membership eligibility and roll maintenance.
Knowledge of Mewuk culture, customs, and traditions.
Knowledge of records management principles, including maintaining accurate, confidential, and legally compliant documentation.
Ability to interpret and apply Tribal policies, resolutions, and Enrollment Committee decisions.
Strong organizational skills with a high level of accuracy and attention to detail.
Ability to manage sensitive and confidential information with discretion and integrity.
Ability to maintain and update databases and filing systems efficiently.
Proficiency in word processing and spreadsheet software.
Familiarity with Artech IT database or similar database management systems.
Strong written and verbal communication skills, including the ability to prepare formal correspondence and reports.
Ability to provide excellent customer service to Tribal members and the public.
Ability to multitask, prioritize workloads, and meet deadlines.
Ability to exercise independent judgment and decision-making within established guidelines.
Ability to collaborate effectively with Tribal leadership, staff, external agencies, and vendors.

Responsibilities

Maintain all enrollment and membership records, including applications, supporting documentation, enrollment decisions, vital records (birth, marriage, divorce, death), address changes, and official correspondence.
Serve as the official custodian of the Tribal membership roll, ensuring accuracy, completeness, and compliance with Tribal laws and Enrollment Committee decisions.
Perform and authorize all technical corrections to the membership roll, including updates to names, addresses, and status changes, supported by appropriate documentation.
Execute all additions and deletions to the membership roll in accordance with Enrollment Committee determinations and applicable Tribal regulations.
Maintain documentation and audit trails supporting all updates, corrections, and changes to membership records.
Provide timely reports to the Enrollment Committee regarding membership updates, including additions, deletions, and technical corrections.
Prepare reports and make enrollment records available for review by Tribal leadership, including the Chairperson and Chief Administrative Officer, as requested.
Update and maintain the enrollment database and filing systems.
Process and review new enrollment applications for completeness and eligibility.
Respond to inquiries regarding enrollment policies, procedures, and eligibility criteria.
Prepare official correspondence, including letters of approval or denial.
Coordinate with selected vendors regarding DNA testing.
Print Tribal identification cards.
Assist Tribal members with access to the “members only” website.
Provide accurate membership reports and contact information to Tribal departments upon request.
Assist members in obtaining verification of enrollment and documentation for eligibility of services or benefits.
Contribute to the Tribal monthly newsletter by providing clear, timely updates on enrollment matters to keep Tribal membership informed and engaged.
Prepare and submit quarterly and annual reports to the Chief Administrative Officer and present findings to the Tribal Council.
Provide administrative support to the Enrollment Committee during meetings, including securing meeting space, processing stipend documentation, and coordinating catering.
Oversee the Burial Assistance Program.
Attend and actively participate in staff meetings, special meetings, and professional development training.
Perform general office duties, including mailings, filing, sorting, copying, and shredding.
Perform other duties as assigned by the supervisor.