In order to be consider for this job, you must take and pass an examination within MN Merit, which is offered online. Click to apply, Link to MN Merit System application center.It is important to note that case aides do not have to know all that is in this description nor is this description inclusive of all possible duties. This is an example of what duties may be performed in order to show level of responsibilities.
Job Summary

To provide paraprofessional support to administration and line staff and to perform moderately difficult office support assignments requiring knowledge of agency programs, procedures and practices. Serves as liaison between the general public and agency staff.  

Supervision Received

Employees working in this job class work under general supervision and usually receive some instruction with respect to details of most assignments, but are free to develop their own work sequences within established procedures, methods, and policies. They are often physically removed from their supervisor and are only subject to periodic supervisory checks.  

Supervision Exercised

No formal supervisory authority.  

Essential Functions

This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance and punctuality are essential requirements of this position.
1. Greets and provides courteous, high quality service to the public by asking questions to determine client needs and directing them to the appropriate staff member. Assists in gathering information and in proper completion of forms. Operates multi line telephones, photocopies documents, processes incoming and outgoing mail. 
2. Composes, types, and edits correspondence. Creates newsletters, brochures, and forms. Creates and maintains filing systems, performs data entry, and maintains computer database files. 
3. Manages incoming and outgoing mail by accurately sorting mail for Public Health, Financial Services, Social Services and Accounting, determining correct program area, workgroup, case information for each document by researching the various systems. 
4. Create, import, and index documents into appropriate program electronic document management system (OnBase, Application Extender) to route to the correct program worker’s workflow. Manage faxes, verifications and application and route to appropriate worker’s workflow.
5. Determines eligibility of clients for state and federal programs, both initially and ongoing, and maintains complete and accurate records on client eligibility. Ensures the delivery of services meets county, state, and federal laws, mandates, policy requirements and/or standards.
6. Creates, monitors, processes, and maintains case records/charts with required documentation. Reviews case records for completion of required agency forms. Creates templates in SSIS. Maintains the Clearing Log in SSIS to clear client’s information to the State which allows Social Workers to complete their adult and child protection work and reporting.
7. Explains social service, income maintenance, public health, and other community programs and services to individuals or groups. 
8. Explains services and application procedures to individuals or groups and assists individuals in completing social service application forms. 
9. Interviews clients to obtain and verify necessary factual information. Monitors and reports to appropriate staff the behavior of clients and their families during assigned visits and contacts. Investigates/obtains additional information from the applicant/client or collateral source when required through phone calls, correspondence, or personal contact in order to clarify or obtain necessary facts on applications and forms. 
10. Makes appropriate referrals to the agency and/or other community resources. 
11. Makes contact with community resources as assigned. 
12. Informs clients of the right to appeal and of other rights. 
13. Performs clerical functions as assigned. 
14. Performs statistical operations relevant to social service program procedures, such as collecting data and generating reports required to meet state and federal requirements. 
15. Assists professional staff and supervisors in processing and monitoring purchase of service contracts, including preparing and processing the contracts. Organizes and monitors the agency contracts with service providers.
16. Composes correspondence and constructs reports as needed.
17. Assists other agency staff with client groups, day care, foster care, and volunteers. Assists staff with direct client services, such as visitation, transportation, and budgeting.
18. Manages data exchanges between county and state information systems. Backup to the coordination of the SSIS system of information and records management which involves data entry, knowledge of client population, program areas, services, and how each relates to the other so the information system runs efficiently and accurately in order to manage the information and generate in excess of 50 DHS reports. Processes MAXIS applications which includes pending new applications as well as renewals and household report forms which is sensitive data that affects client eligibility.
19. Maintains state program equipment inventory. 
20. Backup to assist agency staff with direct client services for transportation.
21. Attends training and meetings as needed. Participates in meetings, committees, new staff orientations, workshops, training sessions, special projects and program development/evaluation.
22. Makes decisions regarding the archiving of the files for the scanning process by preparing cases/files, conducting adoption research, and assessing needs. Establishes the formats (based on the program areas) within the scanning system for archiving.
23. Performs other related duties as assigned or apparent.

Minimum Qualifications

Must be eligible for appointment by the MN Merit System. 
High school diploma, plus three years of successful clerical experience and/or experience working with the public, or the equivalent. 
or
Two years of successful clerical experience in a social services/human services agency. 
or
Two years of experience as a Community Service Aide or similar experience in a private non-profit agency or other public agency. 
or
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). 
Valid Minnesota driver’s license required. Employment reference checks and a criminal background check will be performed as part of the pre-employment process.

Knowledge, Skills, and Abilities Required

Knowledge of:

Skill in:

Ability to:

Language Skills

Intermediate Skills - Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization. 

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. 

Reasoning Skills

Intermediate Skills – Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. 

Computer Skills

To perform this job successfully, an individual should be proficient at using assigned software which may include:

County Payroll Software E-time, Microsoft Word, Excel, Outlook, Publisher, Access, PowerPoint,
Follow Along Program, PHAT, MMIS, MN-ITS, CATCH3, MAXIS, PRISM, SSIS, SMI/SIR, HUBERT, Odessey, Adobe, Internet and other job-related software. 

Ability to Travel

Regularly travel to various clinic sites, mandatory trainings, client transports and visits. Competencies

To perform the job successfully, an individual should consistently demonstrate the following competencies (definitions attached or available upon request):
Ethics, attendance/punctuality, safety and security, dependability, analytical, design, problem solving, project management, technical skills, customer service, interpersonal skills, oral communication, written communication, teamwork, leadership, cost consciousness, diversity, organizational support, judgment, motivation, planning/organizing, professionalism, quality, quantity, adaptability, initiative, and innovation. 

Work Environment

The noise level in the work environment is usually moderate. 

Equipment and Tools

Computer or laptop, copier, fax, telephone, printer, 10-key calculator, shredder, scanner, Cat 5 network cables, USB flash drives, Kensington locks, router, signature pad, air card, digital camera, digital scales, 
county-owned vehicles and personal vehicle (requires proof of insurance on file). 

Physical Activities/Requirements

Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, carrying, use of fingers, grasping, talking, hearing, seeing, and repetitive motions. Must have the ability to lift and/or carry up to 30 pounds.
While performing the duties of this job, the employee performs light work, exerting up to 30 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
Working safely is a condition of employment. Aitkin County is a drug-free and alcohol-free workplace.

Disclaimer

The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Aitkin County reserves the right to amend and change responsibilities to meet organizational needs as necessary. This job description does not constitute an employment agreement between the employer and employee. 

Reasonable Accommodation Notice

The County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. 

04/21/2023

Job Summary