HCBS Navigation Case Aide

Salary : $54,874.00 - $76,761.00 Annually
Location : Willmar, MN
Job Type: Full-Time
Job Number:
Department: Health and Human Services
Opening Date: 05/29/2025
Closing Date: 6/5/2025 4:30 PM Central

Description
The hiring range for this position is $54,874 - $61,370. The full range for this position is $54,874 - $76,761.

The HCBS Navigation Case Aide provides para-professional support to the Home and Community-Based Services (HCBS) team. This position plays a dynamic role in navigating and connecting community members to local special needs resources. Responsibilities include supporting intake processes, maintaining databases and records, coordinating service documentation, and assisting with program communication and operations. This role serves as a critical link between internal staff, clients, and external service providers to ensure timely and accurate service delivery.

Job Duties

• Support coordination of MnCHOICES intakes (initial and reassessments) and Community First Supports and Services (PCA) service agreement entry.
• Provide back-up for MMIS screening document entry and assist with SSIS time entry proofing.
• Perform data entry in MMIS; maintain and audit electronic files and records.
• Coordinate scheduling for interpreters and medical record requests.
• Conduct intake interviews and support clients by providing information, referrals, and follow-up communication.
• Prepare intake packets, schedule appointments, track budgets, and send client notifications.
• Serve as liaison between case managers, providers, assessors, and other stakeholders; respond to program inquiries and provide technical support.
• Maintain a local, regional, and statewide database of special needs resources to aid in client navigation.
• Collaborate with internal departments (IT, Accounting) and external agencies to support program operations.
• Prepare, review, redact, and distribute forms, correspondence, and reports; update and monitor records and online systems in compliance with laws, regulations, and policies.
• Other duties as assigned.

Qualifications

• High school diploma or GED
• Minimum of two (2) years of administrative support or related experience
• An equivalent combination of education and experience may be considered
• Moderate to high proficiency in Microsoft Word, Microsoft Excel, Adobe Acrobat DC, and State and federal systems such as MMIS and SSIS

Supplemental Information

Knowledge:

• Case management principles and practices
• Community-based support systems and service coordination
• Interviewing techniques and intake procedures
• Customer service and conflict resolution techniques
• Recordkeeping and data privacy compliance
• Legal and program-related documentation
• Microsoft Office, Adobe DC, and government systems (MMIS, SSIS)

Skills:

• Conducting client interviews and performing intake procedures
• Providing excellent customer service and accurate referrals
• Managing and auditing records, databases, and client files
• Applying relevant federal, state, and local regulations
• Communicating effectively with diverse stakeholders
• Preparing reports and correspondence
• Using various computer applications for documentation and scheduling
• Navigating and coordinating complex systems and resources

Physical Requirements:

• Ability to sit or stand for extended periods while working on a computer or interacting with clients.
• Ability to occasionally lift and carry materials or supplies up to 25 pounds.
• Ability to bend, reach, stoop, and perform light filing or document handling tasks.
• Capable of working in a standard office environment with frequent use of phones, computers, and other office equipment.
• Must be able to perform the essential physical duties of the job with or without reasonable accommodation.

Kandiyohi County is an Equal Opportunity Employer.
Kandiyohi County offers a complete benefits package to full-time employees including health, dental, vision, PERA retirement, 457(b) deferred compensation plan, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick/ESST leave.

Part-time employees who work an average of 20 hours per week over the course of a year, receive benefits on a pro-rated basis.
01

Do you have a high school diploma or GED and at least two years of administrative support experience, or an equivalent combination of education and experience?

• Yes
• No

02

How many years of experience do you have performing administrative tasks, such as composing correspondence, updating databases, and maintaining records?

• 5+ years experience
• 3 to 5 years experience
• 2 to 3 years experience
• Under 2 years experience
• No Experience

03

Please describe your experience:
04

Have you previously worked with public assistance programs such as Medical Assistance, PCA, MnCHOICES, or Community First Services and Supports (CFSS)?

• Yes, 5+ years experience
• Yes, 3 to 5 years experience
• Yes, 2 to 3 years experience
• Yes, under 2 years experience
• No experience

05

Do you have experience conducting interviews with clients or individuals to gather necessary information for eligibility assessments?

• Yes, 5+ years of experience
• Yes, 3+ to 5 years of experience
• Yes, 2 to 3 years of experience
• Yes, under 2 years of experience
• No experience

06

Do you have experience coordinating with internal staff and external providers to support service delivery or program operations?

• Yes, 5+ years experience
• Yes, 3 to 5 years experience
• Yes, 2 to 3 years experience
• Yes, under 2 years experience
• No experience

07

Do you have experience handling confidential client information and ensuring compliance with legal, regulatory, and policy requirements?

• Yes
• No

08

Do you have experience using databases, online systems, or software to enter and maintain client records and information?

• Yes, 5+ years of experience
• Yes, 3 to 5 years of experience
• Yes, 2 to 3 years of experience
• Yes, under 2 years of experience
• No

09

Are you proficient in using office software and modern office equipment (e.g., Microsoft Office, database management, scanning devices)?

• Highly proficient (advanced skills)
• Proficient (comfortable with most tasks)
• Somewhat proficient (basic tasks)
• Not proficient

10

If you answered "Yes" to being a Veteran, please indicate whether you would like to claim Veteran's Preference Points:

• Yes - I am a qualified veteran who served during a qualifying wartime period.
• Yes - I am a disabled veteran with a 10% or higher disability rating.
• Yes - I am the spouse of a deceased veteran or the spouse of a disabled veteran who is unable to work due to their disability.
• No - I do not wish to claim Veteran's Preference Points.

11

If you selected "Yes" to the question above, please upload a copy of your DD214 as an attachment to this application. By initialing below, you confirm that you have uploaded this document.
Required Question