Administrative Assistant

Administrative Assistant at Pueblo Santa Ana Administrative Assistant at Pueblo Santa Ana in Santa Ana Pueblo, New Mexico Posted in 2 days ago.

Type:

Full-Time Job Description:

POSITION TITLE

Tribal Resource/Enrollment Administrative Assistant

CLASSIFICATION

Non-Exempt

DEPARTMENT

Administration

SUPERVISOR

Enrollment Administrator GRADE:

NE6

Position Summary:

The Tribal Resource/Enrollment Administrative Assistant will provide administrative support for the Tribal Resource/Enrollment Offices daily. Duties of the Administrative Assistant include answering phones and greeting tribal members/visitors, scheduling appointments and maintaining calendars, performing data entry and maintaining electronic and physical filing systems. This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

Greet and welcome guests entering the Tribal Resource/Enrollment Offices. Provide customer service activities by receiving all incoming calls, voicemails, emails. Provide administrative support by copying, scanning, emailing and filing of documents maintained in the Tribal Resource/Enrollment Office. Assists with tribal census activities and community outreach. Provides verification of membership status, birth dates, and certificates of degree of Indian Blood as requested by various community programs. Receives applications submitted to the Tribal Enrollment Coordinator or Tribal Resource Administrator for consideration and approval onto the Tribal Membership Rolls. Reviews applications for completeness of documentation. Advises and assists applicants on any discrepancies required to complete the application and approval process. Interviews applicants to compile information for legal or other records necessary for recording. Documenting the responses to personal history queries regarding the information to be researched or recorded. Complies and maintains application documents into case files for review by the Tribal Resource Administrator. Examines legal documents that are classified as sensitive credentials. Documents to be examined may include the birth and/or death certificates, marriage and/or divorce papers paternity statements, certifications of Indian Blood, attested family trees, legal adoption papers and other pertinent documents required for consideration for membership approval. At times, research may be required to verify authenticity of source material. Enters applicant data into a dedicated computer program and regularly audits the entered data for accuracy. Assists with the upkeep of birth and death records and land holding history. Ensures confidentiality of all Tribal member records and issues pertaining to tribal membership enrollment, including adoption, paternity, parental information, land records and other tribal documents of a sensitive nature. Maintains professional and technical knowledge through continuing education and independent learning. Performs other duties as required.

Minimum Qualifications:

High School diploma or an Associates degree in Business Administration or related field plus 3 years of professional office experience required; or equivalent combination of education and experience. Proficiency in data management and familiarity with basic office equipment. Tribal Enrolled member preferred and Keres Speaking. Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation including a motor vehicle check. Must possess and maintain a valid New Mexico drivers license and be insurable under the Pueblos insurance

Knowledge, Skills, Abilities, and Certifications:

Knowledge, appreciation and understanding of Santa Ana Pueblo traditions, language, history and culture. Ability to communicate in a concise and effective manner both verbally and in writing; exercise tact and discretion. Ability to represent the organization in a professional manner, building respect and confidence. Ability to exercise initiative and independent judgment and work with minimal supervision. Ability to maintain a high level of confidentiality. Ability to accurately follow written and oral instructions. Ability to demonstrate a high level of sensitivity to community issues and concerns. Ability to demonstrate moral character, honesty, fairness, lack of prejudice, and desire to help when dealing with people. Ability to handle multiple tasks, maintain organization and attention to detail. Ability to demonstrate excellence and continually seek improvement in results. Ability to record and store data accurately. Highly skilled with Microsoft Office Outlook, Word, Excel, PowerPoint and proficiency using office equipment such as copiers, printers, and scanners, digital camera. Will be trained to run specialized software committed to Tribal membership data.

Physical Demands:

While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

Work is generally performed in an office setting with a moderate noise level.

Acknowledgment:

I acknowledge that I have received, reviewed and fully understand the above job description. I am able to perform the essential functions as outlined. I understand that I am responsible for the satisfactory execution of the essential functions described therein, under any and all conditions as described in order to stay in good standing with my job. I further understand that my job may change according to the needs of my department or the Pueblo. If I have any questions about job duties not specified on this description that I am asked to perform, I should discuss them with my immediate supervisor or the Human Resources Manager.