Case Aide/Office Support Specialist, Financial

APPLY ONLINE AT MINNESOTA MERIT SYSTEM BY MARCH 17, 2025, AT https://www.governmentjobs.com/careers/mnmeritsystem
Grade 7
$25.31 to $33.34 DOQ

Position Objective

Performs intermediate work assisting the Financial Unit in processing applications, EBT issuance. Work is performed under the moderate supervision of Financial Assistance Supervisor.                            

Essential Functions

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

1. Act as department receptionist, preparing office for daily business, greeting all clients and visitors, receive and direct telephone inquiries. Discretion A  % 40

• Open/close HHS lobby for business daily.
• As needed, check the HHS drop box for documentation.
• Answering incoming calls and directing them to the appropriate HHS department.
• Referring visitors to proper person and/or agency.
• Receive client funds for MA-EPD and Child Support payments and forward to accounting.
• Help direct clients to additional sources of help. Examples – Lakes & Pines, The Salvation Army, 211, local food shelves, etc.  Ensure brochure displays with this info are kept organized and available. Send client information as needed with permission from client.
• If client wants to come in for assistance, explain all methods of applying for assistance; Online application, email application in, fax application in, in-person/walk-in system. If an application needs to be sent, get name and address and mail app.
• Date stamp incoming documents with proper date.
• Do any necessary scanning of check stubs, other verifications or legal documents brought in by clients.
• Receive incoming faxes from various fax numbers, process according to document received. Examples – Forward to the appropriate HHS unit, scan Income Maintenance (IM) documents into the electronic data management system, etc.
• If client wants eligibility information give call to intake worker.
• Answer general questions or refer to worker.
• Maintain stock of visitor badge ID’s and monitor sign out/in log for return of badges. Report lost badges to supervision.
• Primary focus is IM, help or assist IM Workers with miscellaneous requests.
• When available, but not at the expense of IM, assists all Public Health, Human Service, and Veterans Services workers in various requests.

1. Assist Financial Workers in processing applications for all public assistance programs, in accordance with State and Federal regulations.       Discretion A % 20

• Review applications received from various sources, household report forms and redeterminations for accuracy.
• APPL new IM applications in the Maxis system and assign and forward to the appropriate worker for processing.
• Requesting additional information when necessary for items such as updated addresses or household composition.
• Entering information and case noting in the MAXIS and METS eligibility systems.
• Assist clients in completing applications or other forms when appropriate.
• Obtain releases of information and send requesting information from third party sources.
• Work with other agency staff in obtaining the necessary information needed for Financial Worker to determine eligibility.
• PMAP enrollment forms. Daily, send enrollment packets out to clients. Ensure proper inventory of enrollment information.  Verify whether enrollment forms should be sent and communicate with IM workers to fix potential errors.
• Track, update and maintain our “Random Moments” tracking system.
• Complete Requests for Public Assistance Verification, return to requesting agency.
• Retrieve and place in the electronic data management system, any requests for Unemployment Compensation verification. (This can only be assigned to one case aide at a time, but all must be able to complete this task.)

III.        Attend to all incoming and outgoing HHS mail.                                          Discretion A % 15

• Sort incoming mail by unit within HHS. Give mail to each unit designated mail person for distribution amongst the unit.
• For IM mail: Open, date stamp as needed, scan into the electronic data management system, distribute any mail that cannot be scanned, or mail that needs to be reviewed additionally by the IM worker.
• At designated time, pick up outgoing mail from all mail drop within HHS and prepare mail for sending. Postmark using the postage machine, leave mail in county designated area for pick up by USPS.
• Monitor postage funds and ensure funds are available for daily mail posting. Reports added funds to the Office Support Supervisor for audit tracking.

1. Electronic Records Management                                                   Discretion A % 10

• Add incoming electronic case files to our electronic data management system, assuring the accuracy of the document types of the incoming files.
• Monitor shared electronic transfer portal for incoming case files.
• Prepare and send electronic cases to DHS auditing agencies.
• Prepare case files to be sent to other counties.
• Prepares and scans identified consumer records into OnBase electronic records management system per departmental policy.
• Indexes scanned consumer records in OnBase to corresponding department folders and subfolders.
• Under the direction of the Income Maintenance Supervisor, purge identified program records following Departmental and State policy.
• Prepares for scanning and scans into the electronic records management system, program records in timely fashion, under the direction of the Income Maintenance Supervisor.

1. Responsible for all EBT client or advocate training                 Discretion A % 5

• EBT issuance
• Responsible to ensure the EBT machines are operable and functioning properly. Report when there are issues and work to get the machines back up and working.
• Be familiar with when EBT benefits are issued, Initial approval as well as ongoing monthly distributions.
• Train any agency that has a need to have knowledge of EBT and how it works.
• Have a thorough knowledge of exemptions or alternatives such as direct deposit.

1. Items specific to North Branch location.

• Monitor county cars for service and repair needs. Call vendor for service and ensure vehicle is ready for service.
• Central contact for building maintenance: submit work tickets for any facility maintenance or repair issues.
• Monitor supplies inventory and complete supply and special-order purchases for the facility following purchase guidelines and budget oversight. When special purchase requires credit card payment, relay those purchases to the Office Support Supervisor.
• Occasionally receive public health temperature-controlled immunizations and place into the public health fridge.

VII.      Miscellaneous duties                                                                            Discretion A % 5

• Copy forms/print documents for IM workers that are working remotely when previously arranged and on an infrequent basis,
• Serve as a check-in contact for clients needing to see WIC, children’s dental services, drug test, and other miscellaneous events that take place within the HHS suites.
• Water Test Kits - monitor and replace as needed. Provide follow up instructions to those picking up the test kits.
• Keep accounting of facility keys needed for internal or external doors, safe, shredding containers, etc.
• Ensure county car binders and keys are kept secure and returned at end of day or as reservations dictate.
• Make up new forms and packets when needed.
• Maintain a supply of DHS forms, either by ordering or printing from eDocs.
• Keep the front desk areas organized and tidy, also ensure the HHS lobbies are kept orderly and free of clutter.
• Act as back-up for other Income Maintenance case aides when necessary.
• Other tasks as assigned.

Knowledge, Skills and Abilities

• Ability to understand and follow oral and written instructions; make decisions accurately and in a timely manner.
• Ability to relay this information to staff, clients, and public in absence of key personnel.
• Ability to learn and understand various program specific software programs.
• Ability to adapt to process changes.
• Ability to set priorities.
• Must have excellent organizational skills.
• Knowledge of human behavior, interviewing skills and maintaining a good relationship with clients, co-workers, and the public.
• Considerable knowledge of all community resources and agency operation.
• Knowledge regarding operation of office equipment.

Desired Minimum Qualifications

High School diploma or GED and minimal experience, or a combination of equivalent education and experience.

Special Qualifications

None.

Tools and Equipment Used

Computer, copier, phone, fax, automobile, other miscellaneous equipment relative to position.

Working Conditions

The characteristics listed below are representative of the physical demands, physical agility, sensory requirements, and environmental exposures required by an individual to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• This classification occasionally involves physical agility requirements such as: climbing, stooping, kneeling, crouching, crawling, reaching, pushing, pulling, repetitive motions and manual dexterity.
• Sensory requirements include standard vision requirements; vocal communication is required for expressing ideas by means of the spoken word; and hearing is required to receive detailed information through oral communication and/or to make fine distinctions in sound.
• While performing the duties of this position, the employee regularly works in an office setting.

Applicants for appointment to this position will be required to submit a formal application and may be subject to rating of education and experience, oral interview and/or reference check, background investigation, criminal history check, drug testing.  Job related tests may be required of any applicant.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

This job description does not constitute an employment agreement between the employer and employee as is subject to change by the employer as the needs of the employer and requirements of the job change.    

Salary : $25 - $33