VITAL RECORDS MANAGER FT/REGULAR EXEMPT - LEVEL 11 SALARY

$27.39 GENERAL

DEFINITION

: The primary purpose of this position is to plan and direct program operations while maintaining Tribal vital records, census and demographic data, voter registration rolls, centennial census initiatives, and enrollment records.

SUPERVISION RECEIVED

: Work is performed under the supervision of the Cultural Resources Director.

SUPERVISION EXERCISED

: Supervises the Vital Records Technician and Administrative Assistant

I DUTIES

: Program Operations and Administration. Direct and oversee daily operations of the program, including planning, organizing, and coordinating all activities related to tribal vital records and census functions. Manage data collection, research, statistical compilation, and maintenance of accurate records for enrollment, demographics, voter registration, and census data using specialized systems and software. Ensure compliance with the Zuni Tribal Constitution (Article II - Membership), Tribal Ordinances, Enrollment code, and applicable federal and state regulations. Develop, implement, and maintain policies, procedures, and administrative guidelines for enrollment processes, including name changes, relinquishments, and removals. Prepare and submit monthly quarterly and annual reports in a timely manner. Oversee demographic database systems, including training staff and ensuring proper data management practices. Collaborate with schools and community organizations to verify membership records and maintain data accuracy. Conduct outreach and provide information to increase public awareness and utilization of program services. Administers the demographic software within a networked environment across programs such as Zuni Housing Authority, Realty, Tribal Courts and Zuni Police Department. Develop and maintain web-based forms related to enrollment and vital records to ensure public accessibility through the Pueblo of Zuni website. Data Coordination and Community Development. Compile, analyze, and interpret statistical data to support voter registration, labor force studies, grant applications, and community planning initiatives. Coordinate with tribal programs and external agencies to collect and maintain accurate demographic data. Develop and maintain computerized census databases while ensuring data integrity and security in collaboration with IT staff. Assist in the development of community-wide demographic surveys and strategic data initiatives. Support economic and social development efforts within the Pueblo of Zuni. Oversee Fiscal Management functions. Prepare annual budgets, budget revisions and scope of work. Reviews and approves all program expenditures, ensuring alignment with funding and program objectives. Initiate and follow-up on budget modifications and corrective actions. Oversee the reconciliation and monthly monitoring of the program cuff account. Responsible for gathering and analyzing program statistical data and evaluating areas for improvement. Supervision and Staff Development. Supervise staff and conduct performance evaluations in accordance with personnel policies. Ensure staff training, certifications, and Individual Development Plans (IDP) are current. Conducts regular staff meetings to communicate program updates, goals and expectations. Provide guidance, coaching, and support to resolve staff issues and improve performance. Address performance concerns and administer disciplinary actions when necessary. Promote and maintain a safe and healthy work environment by enforcing policies and procedures. Performs other duties as assigned. Serves as a Notary Public to certify documents. Provides administrative support to the Election Board. Maintain professional knowledge by attending seminars, educational workshops, and conferences.

MINIMUM QUALIFICATIONS

KNOWLEDGE, SKILLS

AND ABILITIES

: Knowledge of records management, database systems, and statistical analysis. Knowledge of tribal enrollment processes, and census data management. Knowledge of the Zuni Tribal Constitution (Article II - Membership), Tribal Ordinances, and Enrollment Code. Understanding of demographic data collections, statistical analysis, and reporting methods. Ability to interpret and present statistical information to target audience. Ability to plan, organize, and conduct surveys according to tribal needs. Knowledge of research information centers or agencies, legal services, judicial services and other community service providers. Knowledge of implementing program goals and objectives. Skilled in report writing. Ability to communicate efficiently and effectively both verbally and in writing. Ability to exercise independent judgment. Ability to create and present effective public presentations. Skilled in budget preparation and administration. Skilled in program planning, coordination, and evaluation. Skilled in supervising, training and evaluating assigned staff. Ability to promote a positive, inclusive, and health-focused environment. Knowledge in computer networking, programming, and troubleshooting computer systems. Knowledge of culture, family structures of the Zuni people and ability to communicate orally in the Zuni language. Must have familiarity with Centennial Census work at the Pueblo of Zuni. Knowledge of applicable Federal laws and regulations, such as the Patriot Act, Indian Reorganization Act, Indian Self-Determination Act, Indian Child Welfare Act, Freedom of Information Act and Health Insurance Portability Accounting Act (HIPAA). Establish and maintain a positive working relationship with tribal employees, internal and external programs or agencies, and the general public.

TRAINING AND EXPERIENCE

: Bachelor's Degree in Public or Business Administration, Information Management, Political Science, Social Science or related field with two (2) years of experience in program management, data management, tribal enrollment or a related field OR Associate's Degree in Business Administration, Information Management, Political Science, Social Science or related field with four (4) years of progressive experience in data management, tribal enrollment or related field with one (1) year of supervisory experience.

LICENSE AND CERTIFICATES

: Must have a valid New Mexico Driver's License with no DWI/DUI convictions within the past three (3) years, for insurance purposes. Must be a Notary Public OR be able to obtain Notary Public status within six (6) months of hire. Notary Public status must be maintained throughout term of employment.

PHYSICAL DEMANDS

: Prolonged periods of sitting at a desk and working on a computer. However, there may be some walking, standing, bending, carrying light items, driving an automobile, etc. No special physical demands are required to perform the work. Regular exposure to favorable conditions such as those found in a normal office.

SPECIAL WORKING CONDITIONS

: Position is subject to pre-employment drug testing. Position is Safety Sensitive and will be subject to random drug screening for duration of employment. Must successfully pass a thorough character background check including FBI Fingerprint check. May be required to work evenings or weekends on occasion. Moderate amount of stress level is involved with position.