What are the responsibilities and job description for the Records Management Specialist position at The Chickasaw Nation?
We are currently looking for a Full Time Records Management Specialist to join our Citizenship team located at the Chickasaw Nation Tribal Government working .
Summary :
Assists in maintaining and processing of CDIB / Citizenship applications and files. Provides research and information to the public regarding the program.
Responsibilities :
- Processes CDIB applications, including research of records available, and issuance of CDIB cards
- Entering and scanning approved CDIB and citizenship files into the tribal enrollment database
- Assists with research of records available
- Processing CDIB and citizenship applications, including research of records available and issuance of CDIB / citizenship cards as needed
- Enters approved CDIB files on the database
- Maintains and updates CDIB database
- Files all pertinent CDIB documents and records
- Responsible for filing all documents associated with the issuance of a CDIB and citizenship, including the preparation of file labels and folders.
- Responsible for keeping documents organized and filed in a timely manner to ensure quick, easy access for retrieval of files at all times.
- Inspects the filing section periodically to ensure records are categorized properly and are being maintained in a good condition.
- Informs and assists clients with the CDIB / Citizenship application process
- Provides clients with information as needed
- Provides clients with application status updates upon request
- Effectively communicates departmental processes and requirements to the client
- Remains current on all departmental procedures regarding application requirements
- Completes departmental paperwork as required
- Maintains a high standard of professionalism in communications
- Responsible for scanning the appropriate documents received from walk-in clients into the database
- Reviews lineage of applicant and ensures all required documentation is on file or requests the required documentation from the client
- Consults with the Birth Certificate Specialist to ensure the appropriate format of birth certificate has been submitted and also verifies if the appropriate format of birth certificate is on file for the applicant's lineage
- Responsible for mailing new citizen packets
- Assists with preparing and mailing pending letters to clients, as needed
- Processes letters for CDIB recipients regarding applications
- Provides first class customer service - courteous and helpful to all internal and external customer types
- Answers questions in a courteous and professional manner
- Partners with internal and external services as needed to ensure appropriate referral is made
- Greets and engages with a smile
- Determines needs, seeks positive experience and outcomes
- Completes all training and development requirements and participates in continuing education opportunities
- Works in a collaborative and supportive manner to support the productivity and safety of the work area, team members and customers of all types
- Maintains general upkeep of work area and maintains a safe environment
- Maintains and promotes professionalism
- Punctual and consistent in meeting start time, work schedule, attendance and other assigned work time metrics
- Adheres to Chickasaw Nation dress code standards
- Maintains knowledge of and follows all laws, rules, regulations, policies and SOPs for assigned area, e.g. MICS, TICS, hospital standards, health codes, food sanitation, accounting principles, etc.
Competencies : Essential :
Skills : Essential :
Experience : Essential :
Education : Essential :
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Credentials : Essential :
Working Conditions : Essential :
