Description
FIRST POSTING TO ENROLLED ONEIDA TRIBAL MEMBERS ONLY
Salary is Negotiable
After successful completion of the probationary period, employee will receive off probation wage increase.
Summary:
Enhance the Enrollments Department effectiveness by maintaining an accurate file and retrieval system of all Tribal census, enrollment and membership data. Co-manage the handling of all tribal mailings. Maintains confidentiality of all information and distributes as requested to authorized personnel, departments or agencies.
Responsibilities:
* Establish new files in a timely manner
* Implement and maintain an effective filing and retrieval system of all Comprehensive Housing records and documentation; establish new files and record all incoming documentation on computer filing system accurately and in a timely manner.
* Maintain a system for tracking, filing and retrieval for authorized personnel, which may include use and maintenance of the file room database and applicable software. Retrieve files as requested according to established policies and procedures
* Perform and maintain all scanning of the files and document, unless otherwise directed
* Update membership data including review and data entry of address changes; and receiving and responding to member ship mail out requests
* Coordinate, organize and update all tribal membership mailing activities including providing count information as requested and maintaining a department tracking system for tribal mailings
* Act as a liason witht the tribal mail room, printing staff, and Kalihwisaks mail vendor; perform sorting; labeling or other related tasks necessary to assure successful mailings
* Participate in and attend staff meetings, training, weekend shifts, General Tribal Council meetings and Tribal Elections
* Create and implement policy and procedure to purge and remove outdated documents
* Provide statistical information as directed
* Gain basic understanding of other positions within the Trust/Enrollment Department as needed or required.
* Welcome visitors and determine nature of business, and announces visitor to appropriate personnel, maintaining professional and courteous demeanor.
* Answer and screen incoming telephone calls, respond accordingly and forward to appropriate personnel or department, ensuring professional telephone etiquette
* Process incoming mail in accordance with established department policy & procedures
* Operate Identification card system, collect fees, and provide various I.D. cards. Perform database searches and provide membership certificates for Indian Child Welfare and other tribal or non-tribal entities.
* Receive various department forms, fees, and documentation from customers, provide receipts, and forward forms to appropriate Enrollment personnel for processing. Operate and maintain a cash register.
* Prepare agenda and meeting packets for OTEC members for meetings
* Maintain strict departmental security, confidentiality, and quality to meet professional standards of the department
* Complete outreach to OTEC members to establish quorum
* Record and complete OTEC meeting minutes & conduct e-polls
* Submit meeting minutes to GAO office for stipend payment
Skills:
Essential:
* Communicate efficiently and effectively both verbally and in writing
* Knowledge of department organization, functions, objectives, policies, and procedures
* Exercise independent judgement
* Operating various word-processing, spreadsheets, and database software programs in a Windows environment
* Obtain additional education and training
* Business English, proper spelling, grammar, punctuation, and basic math
* Records management procedures
* Ability to interpret applicable federal, state, local and tribal laws, regulations, and requirements
* Ability to write clear and concise reports, memoranda, directives, and letters
* Knowledge, experience, and skills operating a personal computer with word-processing, spreadsheet, and database software programs in a windows environment pertaining to leasing/various real estate information
* Knowledge of inventory procedures
* Working in the OnBase database system
Nonessential:
* Oneida community, history, and culture.
Education Requirement - Or A Closely Related Field:
Education with Equivalent Qualifications:
Essential:
* Associates Degree in Business Administration
Nonessential:
* Bachelor's Degree in Business Administration
Credentials:
Nonessential:
* Driver Safety Training
Essential:
* A valid driver's license or occupational driver's license, reliable transportation and insurance is required. Must obtain a Wisconsin driver's license or occupational driver's license within thirty (30) days of employment if applicant has an out-of-state driver's license. Must be authorized as eligible to operate a Personal and Tribal vehicle under the Oneida Nation's Vehicle Driver Certification and Fleet Management Law prior to actual start date. Must maintain driver's eligibility as a condition of employment.
Working conditions:
Essential:
* Must be an enrolled member of the Oneida Nation
* Walk frequently
* Sit frequently
* Handle frequently
* Feel frequently
* Reach with hands and arms
* Stand occasionally
* Bend/stoop occasionally
* Kneel occasionally
* Crouch Occasionally
* Crawl occasionally
* Lift 11-24 pounds occasionally
* Move 11-24 pounds occasionally
* Office setting
* Moderate noise level
* Exposure to dust
Experience:
Essential:
* Administrative work
* Computer
* Working in the OnBase system
* Record keeping work
Nonessential:
* Database software program in a Windows environment
* OnBase production process which includes prepping scanning
Other information:
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT - The Oneida Nation does not discriminate based on race, color, national origin, sex, religion, age or disability status in employment or the provision of services. However, individuals of Indian ancestry and Veterans will be given preference by law in employment.
Continuation of this position is contingent upon funding allocations.
Must maintain strict security, confidentiality, and quality to meet professional standards of the department.
Must adhere to all Oneida Nation Personnel Policies and Procedures, Oneida Nation Standard Operating Procedures, and Area and Program Strategic Plans and Policies.
Must pass a background check to meet Employment Eligibility Requirements. If applicable, must pass a background check to meet Oneida Nation/State Compact and/or Oneida Nation Gaming Ordinance, and may be required to obtain a temporary license and/or Gaming license as a condition of employment.
Must be willing and able to obtain additional related education and training.
Must pass a pre-employment drug screen and adhere to the Nation Drug and Alcohol-Free Workplace Policy.
A Tuberculosis (TB) Screening and/or a 2 step TB Skin Test is required within thirty (30) days of employment.
Must provide a copy of diploma/degree, license, or certification upon employment.
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