Job Description

Open to the Public

Full-Time

5/13/24-5/22/24

Days and Shifts: M-F 8a-5p

Eligible Employer for Public Student Loan Forgiveness as a non-profit.

SCIT recognizes that work-life balance is essential in day to day operations. Our Flexible Schedule and Telework options for employees make it possible to balance the needs of your family while still being on track at work. Flexible Schedule and Telework options are based on the departments need.

The Tribe is more of a community based organization we understand your family life is important, it’s important to us too. As a team member you will enjoy our three different types of paid leave time off Personal, Annual and Sick.

Our paid time off accruals for annual and sick leave are as followed: 0-3 years of service = 2 hours of annual & sick per 40 hours worked; 3-9 years of service = 3 hours of annual & sick per 40 hours worked; 10 years or more of service = 4 hours of annual & sick per 40 hours worked. Plus you get 16 hours of personal time per calendar year (prorated based on your start date, resets every Jan.1). We also have Bereavement, Longevity, Fitness, and maternity/paternity leave.

Position Summary:

Under the supervision of Accounting Manager, provide office support in the day-to-day operations of Tribal Accounting, including Per Capita and Travel. Responsible for making travel arrangements and planning cost effective travel accommodations for employees of the organization including Soaring Eagle Casino & Resort, Saganing Eagles Landing Casino & Hotel, Tribal Operations, and for non-employees including committees, and boards.

Essential Duties and Responsibilities:

• Assist Tribal Members and employees, and work closely with Tribal Clerk’s Office and relevant outside entities pertaining to the Per Capita Department.
• Accept all monetary payments at the front desk and issue receipt from financial system for all transactions. Verify all monies collected from the daily cash report.
• Distribute Tribal Member loan checks.
• Access Tribal Member information for any inquiries.
• Verify Tribal Member loan eligibility requirements are met for all loan applications on a weekly basis.
• Compile and maintain reports and spreadsheets as requested using MS Excel and other software.
• Verify accuracy of annual reports for Adult per capita membership and verify quarterly for child welfare affidavits to minor membership. Ensure payment suspension policy is enforced. Ensure updated information is documented.
• Maintain data accuracy with Per Capita software for name changes, POAs, social security numbers and address changes. Follow up with correspondence or phone calls with discrepancies.
• Use Per Capita software for day to day information pertaining to per capita payments, policies, and procedures, including requests for income verification, check stubs, pay advices, and 1099s with written authorization for release to third parties.
• With authorized signatures from Tribal Council, complete check inquiries and process stop payments through the current financial institution website.
• Follow-up on all outstanding per capita checks and address with required action.
• Follow up with correspondence to Tribal Members and custodial parents of minors with any missing social security cards and ensure appropriate policies are enforced.
• Follow-up with correspondence or phone calls when mail is returned for a Tribal Member due to invalid addresses. Ensure addresses are verified before releasing checks from the Per Capita office as required by policy.
• Organize office and assist associates to optimize procedures, including research and analysis.
• Work with outside agencies regarding travel arrangements for employees, which includes but is not limited to reserving hotel accommodations, rental car reservations, and making flight arrangements.
• Use the company credit card to book travel purchases, review the monthly statement, and bill respective departments.
• Comply with all internal policies when making travel arrangements for employee/non-employees.
• Coordinate with other departments to ensure compliance with established policies.
• Review and process Per Capita, Federal, State, Direct Deposit, Stop Direct Deposit, FOC, authorization and Tribal Member loan applications.
• Attend meetings and training as directed by management staff.
• Serve as department liaison as all Tribal membership meetings, including community meetings.
• Learn and follow all SOPs established for Per Capita, including knowledge of and utilization of the HR system. Must review SOPs annually for updates or needed changes.
• Assist with all areas of the Per Capita function, including entry and data retrieval in the HR system.
• Provide assistance and backup for the Per Capita team members as needed, routinely engaging in software/departmental trainings.
• Perform receptionist duties as assigned.

• Provide excellent customer service for all internal and external customers of the operations at all times. Provide solutions for customer concerns and continually focus on customer service as our top priority.
• Must maintain strict confidentiality and present a positive, professional demeanor and image at all times.
• The above duties and responsibilities are not an all-inclusive list but rather a general representation of the duties and responsibilities associated with this position. The duties and responsibilities will be subject to change based on organizational needs and/or deemed necessary by the supervisor.

Contacts/Purpose of Contacts:

• Empowered to interact with employees within the department and within the organization, with Tribal Council members, Tribal members, and with the general public to accomplish the objectives of the organization.

Knowledge, Skills, and Abilities:

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.
• Knowledge of records management and basic accounting procedures.
• Knowledge of data entry and computer software.
• Knowledge of document retention.
• Knowledge of POI travel and GSA policies.
• Knowledge of Procurement Processes and Procedures.
• Knowledge of bidding requirements and specifications.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access and PowerPoint.
• Skill in researching flight and hotels on the internet.
• Ability to be a team player and willing to always assist.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to carry out instructions furnished in verbal or written format.

Physical Demands:

• Frequent use of hands, wrists, fingers associated with computer equipment.
• Occasionally sit and stand, bend, climb and balance.
• Normal visual acuity, ability to talk and hear.
• Occasionally lift and/or move up to 20 pounds.

Work Environment:

• Normal office environment.
• Extended hours and irregular shifts may be required.

Job Requirements

• High School Diploma or GED.
• Four (4) years administrative support experience.
• Proficient with accounting software and Microsoft Office, with 70% accuracy.
• Must be able to pass background check to meet the employment eligibility requirements as they pertain to the position.