Enrollment Program Assistant/ID Clerk
Closes: March 19, 2019
Job Title: Program Assistant /I. D. Clerk
Reports To: Director
Hours: 40 Hrs/Wk – Full Time
Salary: Based on Salary Matrix + Benefits
Must be a Puyallup Tribal Member.
Performs administrative and clerical duties and assists department staff.
Essential Duties and Responsibilities
Assists department staff by promptly and courteously responding to personal and telephone inquiries from general public and other Tribal agencies.
Sets up and maintains the Tribal Membership/Fishing Identification card system; prepares Photo Identification (Tribal & Fishing) cards; and maintains a record of all Fishing Identification cards issued for the Fisheries Department.
Sets up and maintains a system for providing photo identification cards to Tribal employees by working closely with the Human Resource Department.
Assists with maintenance of inventory of all ETC related forms, brochures, supplies, card stock, materials, services agreements and equipment maintenance schedules.
Assists with processing enrollment applications including performing extensive genealogy research to determine eligibility; creates, codes and maintains applicant information and records; requests documents and vital records; recommends eligibility of membership to Enrollment Director and sends official notices of rejections or approvals.
Issues to eligible Tribal Members Certificate of Indian Blood, Tribal Identification Card and provides the enrollment status/verifications to Tribal Department/Programs and outside agencies within the area.
Works directly with Tribal Members to schedule ETC appointments, inform them of required documents, etc. Maintains ETC appointment calendar.
Acts as one of the certified issuing agents by assisting Tribal Members to process and complete ETC applications. Conducts formal investigative interviews of each applicant, thoroughly screens and authenticates source documents. Informs Tribal Members of ETC IDs travel specifications, replacement process and costs and the importance of protecting the ID.
Works with certified authorizer to finalize processes of ETC cards by taking pictures and sending all required information to Homeland security.
Ensures all Tribal Member documentation is kept in a secure, locked location.
Work with Pascua Yaqui Tribal Enrollment and IT Department, Homeland Security Division Director and/or delegate, and Puyallup Tribal IT Department to resolve any problems that may rise with the ETC ID card system.
Prior to issuance of ETC ID card, provides instructions to Tribal Members regarding the specific places travel is allowed; the importance of safeguarding the ETC card; costs associated with replacement; the steps a Tribal Member should take if the card is lost/stolen or destroyed; and any other pertinent information necessary to protect the ID card.
Updates applicant/member ETC data such as address and name changes; ETC card status changes.
Ensures that the department’s filing is accurate and kept current.
Assists department staff in preparing for Enrollment Committee meetings by ensuring that the proper paperwork/packets are accurately compiled.
Attends Enrollment Committee Meetings and acts as the secretary to record the minutes. Promptly and accurately transcribes meeting minutes after the meeting and maintains a log of meeting minutes. Submits minutes to the Enrollment Director and Enrollment Committee for review and approval.
Attend annual required conference with FEMA, Contracting Tribe and SU Customs and Border Protection.
Promptly logs and distributes mail and other office information.
Prepares check requests, purchase orders and routes for signature.
Schedules meetings and appointments for department staff members, including arranging and coordinating travel schedules and reservations with the Travel Department.
Orders and maintains office supplies as requested.
Works with department staff to perform data entry into the genealogy database as needed.
Performs back-up for other department staff when they are unavailable.
Performs other duties as assigned.
This position has no supervisory duties.
Qualifications and Requirements
Education and/or Experience
High school diploma or general education degree (GED); and a minimum of one year of related clerical or office experience and/or training; or equivalent combination of education and experience. Intermediate level of experience and knowledge of computer, word processing and database skills (i.e. Word for Windows, Excel, Access, etc.). Must type at least 30 WPM accurately. Performs repetitious keyboarding for extended periods within acceptable levels of accuracy. Knowledge in the use of general office equipment is required.
In order to successfully demonstrate completion of the Probationary Period, employee must be able to demonstrate these other Skills, Knowledge and Abilities:
- Must demonstrate knowledge of Tribal Enrollment Ordinance, Tribal Constitution and Tribal policies and procedures;
- Must demonstrate ability to learn the ETC System software quickly or have previous experience with its use.
- Must demonstrate ability to provide accurate and consistent records management; including Puyallup Tribal history and families.
- Must demonstrate knowledge of the MOA between the Tribe and the DHS/CBP; all related internal standard operating policies and procedures, and Interconnection and Service level agreements under the MOA.
- Must demonstrate ability to perform research and critical thinking skills to reach valid conclusions. Ability to organize work, set priorities, juggle multiple work assignments and meet deadlines.
- Excellent oral and written communication skills.
- Strong customer service skills to work with the public.
- Knowledge of various office equipment, or ability to learn how to operate equipment quickly and accurately.
- Must maintain strict confidentiality of sensitive information.
Ability to read, analyze and interpret general business periodicals, professions journals, technical procedures, or governmental regulations. Ability to write reports and business correspondence. Ability to effectively present information and respond to questions from groups of managers, Tribal members, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization may exist. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Must be sensitive to, and maintain confidentiality at all times.
Must be flexible and a supportive team player.
Must be friendly, courteous and tactful.
Must be dependable and have an ability to keep track of various tasks.
Must be able to acceptably pass a background check prior to and periodically throughout employment to include:
SENSITIVE BACKGROUND CHECK:
Must provide at least three (3) business related reference letters;
Must pass a background and drug test. Funding and sensitivity of position will determine fingerprinting requirement.
Must be able to pass and maintain a yearly Homeland Security Clearance as part of conditions of employment.
Must be an enrolled member of the Puyallup Tribe.
Requires the ability to operate a typewriter, personal computer, multi-line telephone, calculator, facsimile and photocopier.
Requires the ability to read, write, communicate, and interpret information accurately in English.
Requires the ability to concentrate and consistently produce accurate work.
While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
The employee occasionally is required to stand and walk.
The employee is occasionally required to stand and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 10-25 pounds.
Specific vision abilities required by this job include close vision, color vision and ability to adjust focus.
The noise level is moderate.
The physical exertion is low to moderate.
Work is performed in an office setting.
There are frequent contacts and interruptions during the day.
The work involves confidential information which must be kept confidential.
Indian Preference Employer as Required by Law
- Pay Type Hourly
- Min Hiring Rate $22.44
- Tacoma, WA, USA