Enrollment Coordinator

SUMMARY:

Prairie Island Indian Community Enrollment Coordinator administers the Community's enrollment services office and provides confidential administrative and organizational support to the Enrollment Committee. The position maintains accurate enrollment, membership, genealogy, and vital-record information; coordinates meetings and application processing; prepares official correspondence and resolutions; assists community members; and issues Tribal identification credentials. The position also supports planning and implementation for enhanced Tribal cards and requires sound judgment, accuracy, professionalism, and strict protection of sensitive information.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties and responsibilities are not meant to be all inclusive and may be adjusted to meet business needs.

1. Maintain complete, accurate, confidential, and current enrollment and membership records in paper and electronic formats, including:
   • Applications, pre-applications, and supporting documentation
   • Enrollment decisions, approvals, denials, appeals, relinquishments, and disenrollments
   • Name and address changes; family and genealogical relationships; and birth, marriage, divorce, and death records
   • Membership status information for minors and adults, living and deceased members
   • Correspondence and verification records relating to enrollment, education, Indian Child Welfare Act matters, health services, benefits, and other authorized purposes
   • Enrollment Committee agendas, packets, meeting materials, minutes, decisions, and related records
2. Receive and provide enrollment and membership forms; explain established requirements and procedures; review submissions for completeness; and assist applicants without making eligibility determinations reserved to the Enrollment Committee or Tribal Council.
3. Maintain application files and tracking logs throughout the enrollment process; follow up on missing information; verify that required supporting documents are present; and prepare complete, accurate application packages for Enrollment Committee review.
4. Coordinate Enrollment Committee meetings, including scheduling; preparing and distributing notices, agendas, packets, sign-in sheets, and supporting materials; arranging meeting logistics; attending meetings; and tracking follow-up items and deadlines.
5. Prepare or coordinate accurate meeting notes and official records as assigned and ensure approved minutes, decisions, and supporting materials are properly filed and retained.
6. Prepare letters of approval or denial, notices, memoranda, reports, spreadsheets, resolutions, and other correspondence as directed; route documents for review, approval, and signature; and document completion.
7. Issue and manage standard Tribal identification cards in accordance with approved policies, including verifying enrollment status and identity, capturing required data and images, operating card-production equipment and software, maintaining card and supply inventories, documenting issuance, and safeguarding blank card stock and credentials.
8. Maintain accurate information in enrollment, membership, records-management, document-imaging, and identification-card systems; perform routine data-quality reviews; correct authorized discrepancies; and protect system access credentials.
9. Scan, index, store, retrieve, retain, archive, and dispose of records in accordance with Community policies, retention schedules, legal requirements, and approved records-management practices.
10. Assist enrolled members with authorized enrollment verification and information needed to establish eligibility for services or benefits; respond respectfully and timely to questions regarding approved enrollment policies, procedures, and eligibility criteria.
11. Coordinate with the Bureau of Indian Affairs and other authorized agencies to update or verify Prairie Island enrollment records and resolve record discrepancies, as directed.
12. Maintain working knowledge of the Prairie Island Indian Community Constitution, enrollment ordinance, resolutions, policies, procedures, and other authorities applicable to enrollment and membership services.
13. Prepare and submit monthly written reports and enrollment activity statistics; present verbal updates to the Enrollment Committee; and promptly elevate sensitive, unusual, or time-critical matters to the Tribal Administration.
14. Maintain strict confidentiality regarding applicant and member information, vital records, genealogical information, committee matters, identification credentials, system data, and Tribal government business.
15. Provide related clerical and administrative support, including answering inquiries, scheduling appointments, copying, scanning, filing, data entry, routing documents, ordering supplies, and coordinating with other departments.
16. Follow applicable Community policies and procedures and perform other duties as assigned.

MINIMUM REQUIRED QUALIFICATIONS:

1. Prairie Island enrolled Tribal member in good standing.
2. High school diploma or equivalent.
3. At least three (3) years of progressively responsible administrative, records-management, customer-service, government, or closely related experience; an equivalent combination of relevant education and experience may be considered.
4. Working knowledge of Microsoft 365 applications, including Word, Excel, Outlook, Teams, and PowerPoint, and the ability to learn and effectively use enrollment or membership databases, electronic records and document-imaging systems, and identification-card hardware and software.
5. Ability to enter, review, reconcile, and retrieve detailed information with a high degree of accuracy and to maintain organized paper and electronic filing systems.
6. Ability to maintain strict confidentiality and protect personally identifiable information, vital records, genealogical information, enrollment data, and credentialing information.
7. Ability to provide respectful, professional, and culturally responsive service to community members, applicants, management, committee members, employees, and outside agencies.
8. Ability to complete any system-access requirements, certifications, and training required for enrollment or Tribal card duties.
9. Must pass a drug screen and criminal background check.
10. Valid driver's license and proof of insurability.

PREFERRED QUALIFICATIONS

1. Associate degree in business administration, public administration, Tribal governance, or a closely related field.
2. Experience working with Tribal enrollment, membership services, vital records, genealogy, benefits eligibility, Tribal government, or another regulated records environment.
3. Familiarity with data privacy, information security, records-retention requirements, quality assurance, and coordination with governmental agencies or secure-credential vendors.

PHYSICAL DEMANDS:*

1. Ability to lift and carry up to 25 pounds as needed.
2. Ability to sit for extended periods with occasional standing or walking.
3. Ability to use standard office and credential-production equipment, including a computer, phone, copier, scanner, printer, camera, signature pad, and card printer or encoder.

REQUIRED TRAINING:

1. Effectively Handling Harassment training.
2. Confidentiality, privacy, cybersecurity, records-management, and office-procedure training as determined by the supervisor.
3. Enrollment law, policy, and procedure training as determined by Tribal Administration.
4. Additional position-related training as determined by the supervisor.

WORKING ENVIRONMENT:

Work is performed primarily in an office setting but may include support for meetings, events, credential enrollment or issuance activities, and work at other Tribal department locations or Community spaces. The position requires regular interaction with community members, applicants, employees, leadership, committee members, vendors, and governmental partners and requires careful handling of confidential records and secure identification materials.

DISCLAIMER AND CONDITIONS OF EMPLOYMENT:

Employees must be able to perform the essential functions of the position satisfactorily. Reasonable accommodations will be considered for qualified individuals with disabilities, absent undue hardship. The Prairie Island Indian Community Tribal Employment Rights Ordinance applies to this employment opportunity. See the physical demand analysis for additional information.