Election/Enrollment Coordinator

This is a full-time on-site position and is subject to pre-hire and random drug and alcohol screening including marijuana.  

Commitment to Service 

Service encompasses all aspects of the Pokagon Band of Potawatomi Indian’s governmental operations. Every employee shares the responsibility to provide exemplary service, dignity, and respect to all Tribal Citizens, the Tribal Council, and staff members. To this end, all employees have an obligation to identify and report any service problems, issues, or concerns and through designated channels, initiate, recommend, and actively participate in solutions.  

Position Summary: Responsible for efficiently carrying out the day-to-day operations of Enrollment and Elections. Maintain confidentiality and provide excellent customer service to all that are served. 

Essential Functions: 

• Responsible for assisting citizens with their enrollment and election questions, inquiries, and needs.
• Answer and return phone calls and emails in a timely manner.
• Review enrollment applications, files, blood quantum calculations and certification thereof.
• Prepare enrollment roles and reports according to Tribal enrollment eligibility criteria.
• Prepare Citizen enrollment files to be reviewed by the Enrollment Committee for certification.
• Maintain confidential enrollment filing system and confidentiality of Citizen information at all times.
• Prepare reports regarding certified membership numbers, membership pending, deceased, and those with discrepancies/resolutions. 
• Provide general genealogy information to potential members.
• Assist with genealogy research to complete enrollment eligibility. 
• Schedule events, submit work orders, and ensure clear communication of events with proper personnel.
• Attend all election events as required.
• Consult with Pokagon Band Tribal Council Administration for up-to-date records on elected official's term end dates. 
• Attend Election Board meetings when required.
• Prepare all Election documents for the Election Board’s review in accordance with the Election Code and Calendar. 
• Assist with all tribal elections and election related events.
• Responsible for submitting background information to the proper personnel for all candidates running in elections.
• Compose and distribute agenda for Election Board meetings.
• Assist with the Legislative newsletter.
• Maintain SOP records for elections.
• Submit monthly activity report for Election Board to Tribal Council.

 Non-Essential Functions: 

• Perform other related functions as assigned.

 Equipment: 

• Standard office equipment.
• Systems used:  MS Office applications, Internet, CRM, and Alpha Card.

 Position Requirements:  

• High School Diploma or GED required. 
• One (1) year of administrative or other related experience required.
• Must be proficient with MS Office applications.
• Persistence, strong attention to detail and patience are required.
• Excellent communications skills, both oral and written. 
• Maintain high integrity, adherence to confidentiality and professionalism at all times. 
• Knowledge of Pokagon genealogy/history, Cadman Roll, and experience working with Native communities is preferred.

 Indian Preference 

• Pokagon Band Preference Code applies.

 Physical Requirements: 

• Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
• Frequently required to use hands and fingers to operate equipment. 
• Frequently required to talk and hear. 

 Work environment: 

• General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

 Competencies: 

• Attention to Detail
• Client Focus
• Quality Focus
• Initiative
• Teamwork