Delores R. Lujan

Preparation of correspondence, collection of documents, and identification of required documents and specific language and creation of copies, as needed, in response to Freedom of Information Act (FOIA) request actions and legal request actions.

• Records management and archival support to include supporting Records Inventory Disposition Schedule (RIDS) activities such as conduct of inventories, preparation of documentation, preparation and packaging instruments to be shipped to the Federal Records Center (FRC) and preparation and coordination of records destruction. All records management work will be processed in accordance with DOE Directives O 243.1 and 243.2, U.S Code 44, and 36 Code of Federal Regulations.
• Order and maintain office supply inventories.
• Process and coordinate PAS facility and equipment service requests.
• Conduct inventories of PAS property on an as needed basis.
• Provide daily mail support and distribution, which includes packaging and mailing of boxes by FedEx or certified mail.
• Update and maintain the PAS Self-Help Guide; not to include the PAS intranet page.
• Provide other miscellaneous non-personal office administrative support as needed within the terms of the contract, as approved by the COR or CO.
• Contractor to DOE/NNSA
• Office of Partnership and Acquisition Services

Assist the CEO with the 6-Year Needs Assessment by traveling to various districts and attending meetings to gather and document input from school faculty, school board members, community members, and students. Convert into report format for CEO to present to District Administrators. May require overnight stays.

• Track attendance for all participants in the LEAP program
• Provide support for in-person conferences and professional development (PD) preparation.
• Prepare and coordinate the annual LEAP Into Action conference.
• Manage the application system, including reviewing, filtering, and entering data into the workflow.
• Collaborate with TEAMS to ensure documentation is easily accessible and up to date for all team members.
• Document program elements for evaluation, monitoring, and accreditation purposes.
• Assist in setting up virtual meetings using Zoom and TEAMS and schedule meetings via Outlook.
• Coordinate room reservations (Las Cruces and Portales sites) and ensure meeting spaces are properly set up, including microphones, projectors, screens, and adequate seating for all participants. Confirm building access and setup time for facilitators.
• Maintain accurate files in database of LEAP participants.
• Process invoicing for participants each semester, including Payment Plans, full payments, or payments by WIOA or school districts.
• Assist with record-keeping, deployment, and tracking deadlines associated with the EPP Portfolio assessment for staff and candidates.
• Track current and previous candidates for federal reporting purposes.
• Order program materials, such as shirts, water jugs, and other items as needed for the LEAP program.
• Collaborate with IT to ensure the LEAP website is functioning properly and remains up to date to inform future candidates and current participants.
• Respond to emails and voicemails in a timely manner regarding inquiries related to the LEAP Program, certificates, licensure, and invoicing.
• Convert coaches' homework from Word documents into PDF fillable forms.
• Take meeting minutes, transcribe, and distribute for Full Team monthly meetings within the same week.
• LEAP and SITE Program

Ensure the confidentiality of all documents (meeting transcripts/audio, resolutions, incoming correspondence) are properly stored, as Council makes all executive decisions on behalf of the Pueblo of Isleta.

• Coordinate Council meetings with Tribal Administration (Governors), POI Department Directors, Managers, internal contractors, and external companies to include Isleta Resort & Casino CEO, CFO, other Tribal Administration, Internal/External Attorneys, and NM Legislative Representatives as necessary.
• Prepare meeting packets to ensure all documentation is turned into the Council office prior to the scheduled date for distribution to Administration and Council for review prior to meeting.
• Take notes of all Council meetings and ensure meetings are being recorded for transcription of meeting minutes for the record, approval by the Council, and ensure they are ready for audit.
• Ensure that media needs are properly operating for presentations to include Zoom.
• Supervise the Tribal Council Coordinator and ensure work is completed within the timelines.
• Prepare and approve time and PTO for Tribal Council Coordinator.
• Prepare and submit stipends for Council Members.
• Coordinate and schedule all travel for Council Members to attend conferences, training courses, and other meetings.
• Schedule meetings with all POI department for the Council to conduct on-site visits.
• Coordinate monthly Casino meetings with Executive Assistant to CEO, so Council is aware of the Casino’s progress.
• Coordinate catered lunches when Council is in full-day meetings.
• Keep inventory of office supplies for the office, and Council members.
• Work with Tribal Members when requesting to go before Council and ensure paperwork is properly filled out and all documentation is available for Council’s review.
• Ensure all Tribal Council meeting packets are properly scanned and filed for retention and availability for review at any time by Council members and/or Administration and for reference while preparing transcript on.

Coordinate calendars for Directors, Managers and Slot Projects with any meetings and/or interviews with candidates reaching out for employment.

• Ensure payroll is accurate before submitting for the Slots Department.
• Monthly report on Training/Certifications to ensure employees are following Gaming Regulations.
• Run weekly vacation reports and prepare the weekly schedule for Floor Attendants and Techs to ensure there is proper coverage daily; adjust as needed per Managers request.
• Create employee files for new team members, which includes Employee Information, Signature Cards, and gives selection of open shifts they would like to work. Files eventually include any certifications, Acknowledgments, Performance reports (ROD, ECA’s, etc.)
• Gather necessary equipment for new Floor Attendants (radio kit, pouch, key back, small clipboard, money pouch) so they can perform job duties.
• Inventory and ordering of any office supplies using Stratton; and entering PRs for specialty items to ordered once quotes from Procurement have been received.
• Ensure that all employees and new employees are current with Acknowledgements for all Slot Training Documents and SOPs; Copies of Acknowledgments for SOPs are given to HR to be filed in employees personnel file. Created a Training Binder which consists of all documents necessary for any new employee to review and acknowledge they have received the information.
• Retrieve Gaming Licenses from Security as needed and coordinate with POIGRA to turn over any Gaming Licenses for Suspensions.
• Notify employees of the date and time they are expected to be in POIGRA to retrieve their badge for their shifts when suspension is over.
• Slots Department

Upgrade of document management system from Liberty Net to Therefore. The system allows departments to manage documents electronically and allows for easy access on a need-to-know basis.

• Ensure that the document management system is working properly daily by coordinating with MIS Department.
• Add departments to the system depending on their needs. Individuals are added and given permissions on a “Need to Know Basis” per director’s request to ensure security of documents.
• Train new employees in the use of the document management system.
• Research files back from as far back as 1960’s for Tribal Council and determining what is of value; scan into the system for easy access and research; archive original documents.
• Assist Administrative Assistants as needed with any computer issues and backup front office when needed by answering phones, assisting visitors, and assisting Governors with any requests.
• Department: Administration

Archivist Duties Included:

• Records Manager for the Pueblo of Isleta for 40 departments.
• Ensure that the document management system is working properly daily.
• Add individuals on a “Need to know” basis to the system and allow access to specific folders per Director’s request.
• Train new employees in the use of the document management system.
• Scan and Index Tribal Council documentation for reference as needed by current Council members.
• Work with the WIA program and oversee the work of individuals seeking work experience for 6 weeks.
• Supervise Community Service Workers that are assigned to my department to complete the hours required.
• Administration/DCHP

Established a new Records Retention Department (January 2008).

• Cleaned up an old building and made it suitable for office space.
• Sorted through approximately 480 cubic feet of documentation ranging from the early 1900’s to the present and determined what is of historical value and what documentation has met its retention.
• Created Records Retention Policies and Procedures.
• Sorted through approximately 200 banker size boxes of documentation that were either original or copies and had met their retention period and sent for shredding.
• Setup contract with Shred-It for a monthly pickup for shredding of documentation that has met its retention period.
• Worked with Document Handling & Information Systems and POI MIS department as our new document management system.
• Summer 2008 supervised the work of two temp employees for 6 weeks through the WIA program.
• Setup Tribal Council and Tribal Administration on Liberty Net to start electronic document management (smaller version of Liberty Net, works with current copier.)
• Administration

Digital archiving of legal documents, grants and other documentation for government and private companies.

• On-site visits with new customers when a contract is awarded to ensure the scope of work is understood and to get a complete understanding of customer needs.
• Trained customers in the use of document management software and assisted with conversions.
• Startup of new system for Los Alamos National Laboratories and oversee work of two employees to ensure jobs are completed in accordance with the contracts scope of work.
• Transcription for DOE/NNSA, pick-up and drop-off of transcripts and coordinate work among other employees to ensure deadlines are met and priority transcripts are complete within the two-day turnaround.