ENROLLMENT CLERK/CLERICAL ASSISTANT

Quartz Valley Indian Reservation
Job Description

JOB TITLE: Enrollment Clerk/Receptionist-Clerical Clerk
REPORTS TO: Enrollment Committee/Tribal Administrator
LOCATION: Administration
CLASSIFICATION: Regular Full-time, non-exempt

Position Summary

This position reports to the QVIR Enrollment Department and Tribal Administrator. Under
general supervision of the Tribal Administrator, this position serves as an Enrollment Clerk,
and additionally performs general clerical and typing duties as support for the Enrollment and
Administration Units of the Tribe and assists with distribution of information to the QVIR
community and general public. The Clerk is responsible for maintaining the confidentiality
and accuracy of Tribal enrollment applications, records, and data.

Duties and Responsibilities

1. Types correspondence, forms, minutes, reports and other materials from rough drafts

received from the Enrollment Board or Administration staff, in accordance with office
operating procedures.

2. Responsible for taking Enrollment Committee minutes, typing Committee minutes, and
maintaining (electronic and paper) Committee minutes and other correspondence.

3. Types correspondence for Enrollment Committee.
4. Helps to maintain the Tribal database records and filing systems.
5. Maintains files of correspondence, forms, reports and other materials, and retrieves them

for review upon request.
6. Answers telephones, receives visitors and provides information as required, or refers to

appropriate person/office. Answers queries from the general public and the QVIR
community about Tribal Enrollment.

7. To develop and maintain Tribal Cemetery Policy and Procedures. Develop and maintain
mapping and location of gravesites. Receives application for gravesite and presents
request to and Executive Committee member for approval in a timely manner.

8. To Maintain and support all components of the Enrollment software program; this will
include Tribal Database, Genealogy, etc.

9. Serves as mail clerk for the unit, receiving all incoming mail and faxes, recording in
control registers, copying, and distributing to appropriate recipient(s). Coordinates the
outgoing mail to ensure delivery to a mail receptacle for processing in a timely manner.

10. Maintains necessary records of queries and message referrals, in accordance with office
operating procedures.

11. Assists with the development of information to be disseminated to the QVIR community
and the general public.

12. Distributes fact sheets, program summaries, meeting minutes/summaries to interested
persons.

13. Makes arrangements for conferences or meetings from information provided by the
Enrollment Board.

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14. May occasionally attend QVIR community meetings in a community relations capacity,

promoting goodwill through frequent interaction with the QVIR community and the
general public.

15. Other duties as assigned.

Supervisory Responsibilities

This is not a supervisory position.

Desirable Qualifications 

Excellent organizational, customer service, public relations and communication skills. 
Meticulous and detail oriented. 
Knowledge of QVIR values, history and culture and ability to apply this knowledge to all

communication with Tribal members, other staff members and the general public. 
Extensive experience in office management, writing and compiling reports. 
Experience writing, researching and packaging grant applications. 
Outstanding initiative and performance.

Minimum Qualifications

1. General office experience that includes typing and data entry, record keeping and filing,

answering telephones, managing correspondence, taking and transcribing notes and
minutes.

2. Ability to type at a rate of 30 WPM and have experience in using a personal computer.
3. Ability to communicate and model respect for and toward all clients, Tribal members,

Tribal officials, supervisors and coworkers.
4. Ability to understand adherence to various program requirements, including confidentiality

of information, or complex federal regulations.

Education/Experience

High school diploma or GED required and six months of clerical experience.

Conditions of Employment 

All applicants are subject to the Tribe’s Drug and Alcohol–Free Workplace Policy

including pre-employment screening. 
Must pass a comprehensive background check. 
Valid state issued driver’s license and/or the ability to obtain a California driver’s license

and must be insurable on the Tribe’s insurance policy.

Language Skills
Must have the ability to read, write and comprehend simple instructions, short
correspondence, and memos. With ability to effectively present information in one-on-one
and small group situations to customers, clients, and other employees of the organization.

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Reasoning Ability

Apply common sense understanding to carry out instructions furnished in written, oral and/or
diagram form. With ability to deal with problems involving several concrete variables in
standardized situations.

Physical Demands

While performing the duties of this job, the employee is frequently required to walk, stand
and use hands to finger, handle, or feel. The employee is occasionally required to sit, reach
with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk and hear. The
employee must occasionally lift and/or move up to 50 pounds.

Indian Preference

In accordance with CFR 25, Part 276 and in accordance with Title VII of the Civil Rights Act,
Section 701 (b) and 703 (i), preference in filling all vacancies will be given to qualified
American Indian candidates. Note: This job is open to Quartz Valley Indian Reservation
Tribal Members only.

I, ______________________________, (print name), acknowledge receiving a copy of this
job description. I also understand that, as an employee, I am expected to perform my assigned
duties, to read and abide by all QVIR policies and procedures—personnel, vehicle usage,
procurement, etc. I understand that any violations of all established policies and procedures
may lead to disciplinary measures, up to and including termination.




Employee Signature Date



Supervisor Signature Date

Page 3 of 3 Job Description/Enrollment Clerk & Clerical Assistant/September 24,