JOB TITLE: Government Records Manager Supervisor: Chief Executive Officer Status: Exempt Salary: Starting at $80,988 Annualized Location: Fulton, MI Posting closes: 11/24/2026 at 9:00am Excellent Benefit Package for Eligible Team Members - Employees contribute minimal cost sharing towards medical, dental, and vision insurance
- Flexible Spending Account for Medical Reimbursement
- 100% Employer paid Short Term and Long Term Disability, Life Insurance, and Accidental Death and Dismemberment Insurance
- Dependent Care FSA
- 401K Plan with eligible match – vesting on day 1
- A generous paid time off program where all employees begin earning accrued paid time off immediately upon hire
- Generous Tuition Reimbursement Program with Educational Release Time after 12 months
- Up to14 Paid Holidays
- Employee wellness and fitness programs
- Opportunities to participate in NHBP Sponsored activities
- Public Student Loan Forgiveness eligible employer
NHBP is a self-sustaining Sovereign Nation dedicated to achieving the shared vision of our community. Our mission is to preserve our culture and history, build a healthy community, provide essential services, and secure our financial future through strategic decision-making. We are always seeking outstanding individuals who wish help us fulfill this mission and join us on our journey to protect and promote the cultural, emotional, physical, and financial well-being of our Tribal community for the next Seven Generations. POSITION SUMMARY The Government Records Manager is responsible for administering, maintaining, establishing use provisions, digitizing, updating, preservation and disposal of Tribal Government Records and establishing and maintaining records management systems for all areas. Records are defined as: historical materials, books, correspondence, documents, papers, pamphlets, works of art, models, pictures, photographs, plats maps, files, pictures, recordings, and other Tribal records, objects or materials having value to the NHBP. Official Tribal Records are defined as any grants, contracts, resolutions, law or other official document that concerns and/or controls the governments operations of the NHBP. The Government Records Manager carries out the responsibilities of the enrollment process as deemed necessary by the NHBP Constitution and By-laws. ESSENTIAL FUNCTIONS The Nottawaseppi Huron Band of the Potawatomi reserves the right to change, amend, and delete and otherwise assign any and all duties, responsibilities, and positions titles as it deems necessary to meet the needs of the government. - Establish, maintain and secure record retention systems and files (including digitizing, updating and disposal) of Official Tribal Records, Tribal Council meeting records and establish and maintain record management systems to effectively identify, search, retrieve, and provide access to the Official Records though their life cycle.
- Ensure that records are protected from loss and unauthorized access. Securing of records shall include the protection of any records of NHBP necessary to the resumption or continuation of operations of the Tribe in an emergency and/or disaster; the re-creation of the legal and financial status of the Tribe; and the protection and fulfillment of the obligations to Tribal members and community members who receive vital Tribal services.
- Develop and manage a budget for the operation of the Government Records Department in consultation with the CEO.
- Participate at the Enrollment Committee meetings and provide strong support by responding in a timely and efficient manner to any requests. Present recommendation to the Committee for enrollment, disenrollment, and relinquishment.
- Manage, supervise and coordinate work activities of the Enrollment Specialist. Prioritize and delegate tasks to ensure proper coverage of day-to day workflow.
- In the absence of the Enrollment Specialist, serve as a contact in regards to all questions related to the enrollment: issue Tribal ID Cards, provide membership status verification to internal departments and agencies, including ICWA (Indian Child Welfare Act) verification requests, prepare mailing label requests, create custom reports as needed, update addresses per Tribal Member requests etc.
- Demonstrate experience with Tribal Membership Data management software), or demonstrate working knowledge of similar data management systems and ability to gain working knowledge of the use of Tribal Membership Data management software within three (3) months of date of hire.
- Possess knowledge of Tribal Government programs such as Health & Welfare Benefit Programs, Revenue Allocation Plan, and Bereavement Benefit Welfare Program. Maintains a general understanding of all programs and resources within the NHBP Government.
- Submit monthly list of new eligible members for the Welfare Benefit Program by the 15th day of each calendar month.
- Prepare a list of eligible members to receive per capita distribution after verification of age, proof of completion of financial literacy course, and submission of a high school diploma or certificate equivalent to high school diploma.
- Initiates payment of Bereavement Benefits. Coordinates with funeral provider to obtain death certificate and necessary paperwork to process payment in order to alleviate stress to Tribal Members.
- Submit an updated list of Tribal Members eligible for the Health Program to the HHSD Department and to the Administrative Service Provider to avoid a gap in health care coverage.
- Provide timely submission of documentation regarding Guardianship or Power of Attorney to the Welfare Benefit Administrative Service Provider and to the Financial Department and to other appropriate parties to protect the vulnerable.
- Recommends and assists the Enrollment Committee and CEO in the development of the Enrollment and Government Records policies and procedures, the Retention Policy and the departmental Standard Operating Procedures (SOPs) to meet the needs of the Tribal Government/Tribal Community and to assure compliance with applicable Tribal Code and applicable federal requirements.
- Carry out the responsibilities of the enrollment process as deemed necessary by the NHBP Constitution and By-Laws. Review enrollment applications, verify required documentation for determining eligibility of membership to ensure all are met.
- Responsible for data integrity and security of Governmental and Enrollment records.
- Provide records management manual of procedure and policy. May serve as filing office for records pertaining to real and personal property owned by the Tribe, including residential and/or lot leases, as well as business registrations and annual reports required by Tribal law.
- Assist Tribal Members and employees with requests for documentation and forms. Assists with public/Tribal Member document access issues and the retrieval of records.
- Ensures public access is authorized in accordance with policy. Exempt from public access are: Police/investigatory records, Medical and Beneficiary records, employment records, trade secret and commercial or financial information, internal employment rules, enrollment records of the NHBP, records protected by attorney-client privilege.
- Instruct Tribal Members, employees and others in the policies and procedures of the Government Records Management plan and their responsibilities in the GRM program(s).
- Support business information needs of the Tribal Council and Tribal Administration.
- Conduct an annual inventory of records.
- Train other employees (in-house/contracted), engaged in records management systems/practices, cataloguing, data entry, locating, filing, or copying selected material.
- Act as liaison between the Tribal Administration and other departments and outside agencies as necessary.
- Identify Official Tribal records and turn over those records to the Secretary of Tribal Affairs for retention in the Office of the Secretary of Tribal Affairs.
- Other duties as assigned.
MINIMUM QUALIFICATION - Associate's degree in Business Administration or a related field involving the organization and control of records; or 3 years of experience in a position with primary responsibility for establishment and maintenance of records management systems, archiving or record retention in government or corporate setting.
- Demonstrated experience in office organization, management and procedures.
- Excellent interpersonal skills, ability to deal with sensitive issues in a tactful, positive and manner while maintaining the highest level of confidentiality.
- Must possess strong administrative, organizational, and communication skills, both verbal and written.
- Exceptional computer skills, including word processing and spreadsheets, and knowledge of other office equipment required.
- Demonstrated ability to be self-directed, detail oriented, and be an excellent problem solver.
- Must possess a valid driver's license with good driving record.
- Successfully pass a background check and drug screening.
PREFERRED QUALIFICATIONS - Bachelor’s degree in business administration.
- Certificate in Records Management.
- Experience and/or training in the development of records management/records retention systems strongly preferred.
- Knowledge of and familiarity with Native American governments, culture, and relationship of Native American governments to local, state and federal government/agencies preferred.
- Working knowledge of state/federal implementation of Freedom of Information Act procedures.
- Excellent oral and written communication skills are needed, as well as a thorough understanding of local government laws, Tribal laws, legal codes, labor relation practices, and customer service.
SECURITY SENSITIVE This position contains information that is security sensitive and thereby subject to additional provisions. All information obtained will be protected under IHS/HIPAA policy rules and regulations. INDIAN PREFERENCE Indian preference will be applied in the selection of qualified applicants in accordance with the NHBP Indian Preference in Employment Code, which affords employment preference to NHBP Tribal citizens, spouse/parents of NHBP citizens, and members of other federally and Tribally recognized Indian Tribes.
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