Case Aide - Accounting bei Chisago County Government

Closing Date: September 19, 2025, at 4:30 p.m.
$23.88 to $31.45 DOQ
Apply online at Minnesota Merit System: https://www.governmentjobs.com/careers/mnmeritsystem by September 19, 2025, at 4:30 p.m.

CHISAGO COUNTY HEALTH & HUMAN SERVICES

POSITION TITLE:              Case Aide - Accounting

DEPARTMENT:                  Health & Human Services                 

POSITION STATUS:          Full-time, Appointed, Teamsters Local 320 Union   

JOB LOCATION:                Government Center

POSITION OBJECTIVE:   To assist social workers and social service supervisors with information, management systems, case documentation and reporting requirements, program evaluation, and various para-professional social services.

SUPERVISON RECEIVED:

Fiscal/Operations Division Manager

SUPERVISON EXERCISED:

None

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Billings             Discretion                   %  40 
2. Notify Program Case Aides of Service Arrangements that Accounting needs to have entered in order to process the vouchers from vendors, if they are not entered already.
3. View the SSIS Approval Log and check Service Arrangements that have been entered by Program Case Aides. Notify Program Supervisors that the Service Arrangements are ready for Service Approval.  Add Chart of Account information.  Check other fields before the final approvals are completed. Notify Fiscal Supervisor that the Service Arrangements are ready for Accounting Approval.

1. Check vouchers received from vendors for accuracy. Submit the provider-signed voucher to worker/supervisor for signature  submit to the Accounting Department. 
2. Receive the Vendor Number Assignment forms from program case aides. This request is for new Vendors to be added in the SSIS Business Organization file.  Verify the existence of the proposed vendor to be added.  Forward the form to Fiscal Supervisor.  Once processed, add additional information to the Business Organization record necessary for payment purposes i.e. license information, individual provider information, etc. 
3. Monitor for unused units in Service Arrangements and unencumber as needed.
4. Assist vendors with problems concerning billings and payments.

1. State Health Care Claims                         Discretion             %  15        
2. On a monthly basis, monitor and proof the Health Care Claims for errors and/or corrections that need to be made to the time records or payments.
3. Distribute the Health Care Claims lists to the workers to have them determine if there were claims that were missed or marked incorrectly.
4. Notify the Account Tech that the Health Care Claims are ready to be generated and submitted to the State for reimbursement.

III.       PPHP Health Care Claims                                          Discretion             %  15   

1. Prepare the MH-TCM claim reports for Insurance providers to be billed. These reports are used for claiming entry.  Enter into an Excel spreadsheet the list of clients for which we are claiming in order to monitor the outcome of the claims.

1. Social Service Information System                         Discretion             %  10        
2. Maintain the SSIS Clearing log. This is an important part of keeping the client index reliable and valid.  Clearing process comprises of comparing new client record information against existing clients stored in the SSIS database.  First clearing to the County Index then to SWNDX (Statewide Client Index). 
3. Enter foster care license information in SSIS via LNDX (Licensed Provider Search). This is needed for the IV-E reporting requirements and also payment purposes. 
4. Role of Alternate Fiscal Mentor which consists of providing hands-on assistance to accounting staff and may train accounting staff on new features in Fiscal.
5. Attend regular Fiscal Mentor meetings to get updates on upcoming policy and application changes.
6. Run reports as required or requested, make corrections if necessary and distribute to appropriate staff.

1. Run Data Integrity Reports from SSIS . These reports consist of errors/warnings such as client records with same name and date of birth, client records with duplicate social security numbers, date of birth in county is different than date of birth in SWNDX, etc.

1. State Reporting             Discretion             %  10        
2. Process Quarterly Child Foster Care Report. This is a report processed in SSIS and it is the documentation that is submitted to the MN Department of Human Services to report required data about eligible children in out-of-home placements.  Check into error reports and correct, if needed and submit claims to DHS.
3. Process Quarterly TCM-CSR (Targeted Case Management-Client Statistical Report). The report provides quarterly counts of the number of clients receiving case management services to DHS-FOD to use in rate setting.
4. Process Quarterly Prevention Services State Report (PSSR). The report generates claims for Parents as Teachers.

1. Court Services                         Discretion             %   3         

1. Submit invoices received to the assigned Probation Officer for signature, then forwarding the invoice to the Court Services Supervisor for approval.

VII.     Finance                                                                        Discretion            %   5­_       

1. On a monthly basis, reconcile the Bank Statements for the Child Support and Social Welfare Fund accounts.

VIII.    Miscellaneous Duties                                                 Discretion             %   2         

1. Maintain Time-Reporting charts, which indicates the worker’s available time,

client-related time, non-client time and the total time reported.

1. Perform other duties as assigned.
2. Attend training as necessary.

DESIRED MINIMUM QUALIFICATIONS:

Education and Experience

1. Three years of successful clerical experience and/or experience working with the public or equivalent, OR
2. Two years of successful clerical experience in a social services/human services agency OR
3. Two years of experience as a Community Service Aide or similar experience in a private non-profit agency or other public agency OR
4. Two years of study at an accredited two or four year college/university or similar institution, with emphasis in the behavioral sciences (at least 23 quarter credits or 16 semester credits.)

Knowledge, Skills, and Abilities

1. Knowledge of both Income Maintenance and Social Services programs.
2. Knowledge of funding mechanism for Social Service programs.
3. Ability to organize systems with checks and balances and accurate reporting.
4. Math skills, interview skills .

TOOLS AND EQUIPMENT USED:

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

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to sit, talk and hear.  The employee is regularly required to walk; use hands and arms, to operate, handle or feel objects, tools or controls. The employee will reach with arms and hands.  Occasionally the employee is required to climb and balance, bend, stoop, kneel, crouch and/or crawl.

The employee will occasionally lift, and/or move up to 50 pounds.  Specific vision abilities required by this job include close, distant and peripheral vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee regularly works in an office setting.

GENERAL STATEMENT:

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. 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 and employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.