Collections Officer

Reporting to and under the general direction of the Public Health and Human Services (PHHS) Fiscal Supervisor, the Collections Officer’s primary duties relate to the determination and collection of debts owed to the county including Medical Assistance estate asset collection, foster care parental fees, crisis detox/mental health fees, and financial program overpayments. Additionally, this position provides back-up for the Agency’s accounting functions. 

Distinguishing Characteristics 
The Collections Officer is charged with maximizing PHHS collections by utilizing conciliation and probate court and the State Revenue Recapture system. This position works closely with county and State of Minnesota staff attorneys and area attorneys representing clients or estates to capture funds owed the County and State.  As a member of the agency’s Fiscal Services team this position is trained to back-up the Accounting Technician so as to provide continuity of operations and services of the Fiscal Services Division.Medical Assistance Collections – Estate Collections (70%)

• Collect Medical Assistance estate assets for the State of Minnesota to reimburse for medical services provided through the Medicaid Program 
• Determine estate assets through communications with deceased client’s personal representative and aided by LexisNexis, financial institutions, utility coops for capital credits, and research Beacon and LandShark sites for property or property transfers. Research client trusts, history of property transfers and recorded documents, determining if there may be transfers that are exempt from collection per Minnesota statute
• Respond to inquiries and meet with interested parties including legal representation
• Determine if the estate consists of real property or assets of over $75,000, both which would require the probate process
• Determine whether the family would proceed with the probate process or if a request should be made to District Court naming the County as the deceased’s legal representative to initiate probate, working in conjunction with the County Attorney to process and finalize the estate for Medical Assistance claim recovery
• Submit Affidavits for Collection 30 days after client’s death for financial account funds, coop capital credits, life insurance with estate as beneficiary and nursing home patient funds. 
• Work the estate MA recovery process until the asset collection is deemed complete
• Confer with State staff attorneys regarding the above listed duties as necessary
• Complete receipt of payments received for MA estate collections for the fiscal unit to enter into the MMIS System to track and send to the State of Minnesota 
• Maintain record retention of case files for State Audit compliance

Technical Preparation (15%) 

• Maintain a working knowledge of relevant Minnesota statutes, program bulletins, and manuals, data privacy/security requirements, Federal and State tax laws and Social Security laws
• Maintain competency and user proficiency with state and court systems: MMIS, MAXIS, SIR, Revenue Recapture, CaseWorks, Point & Pay, LexisNexis, MN Judicial Court System/e-filing, Beacon, and LandShark systems

Repayment Monitoring (5%)

• Compile and maintain current database using QuickBooks of addresses of persons owing money to the county for services provided and assessing fees
• Determine County of financial responsibility for clients who are receiving services in Houston County.  
• Contact individuals and enter State Revenue Recapture claims after 90 days if payment on account has not been received
• Complete receipt of payments received from MA program claims to the fiscal unit to enter into the MAXIS System to track and send to the State of Minnesota
• Work with Agency team and recommend direction to take to maximize collections on each case and when to proceed with court action

Mediation/Conciliation Court (5%)

• Meet with client in mediation to make payment arrangements or possible settlement.
• Compile supporting case information including documents for submission to the court if mediation is unsuccessful.
• Track payments and monitor to determine if further course of action may be required should payment agreements be breached or assets not paid to our Agency

Other Duties and Back-Up to the Accounting Technicians (5%)

• Attend trainings as requested to maintain state access to software systems used in the accounting division
• Maintain a general understanding of the duties and obligations of the Fiscal Services Division Accounting Technicians

This description provides the general list of responsibilities and is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of this position and classification. It is intended only as an illustration of the various types of work performed.  The position description is subject to change as the needs of the employer and requirements of the position change.Knowledge, Skills and Abilities 
Pre-Employment

• Working knowledge of basic interviewing and investigative techniques and procedures 
• Ability to compile and analyze facts and evidence in order to make sound  recommendations 
• Ability to establish and maintain effective working relationships with co-workers, law enforcement agencies and public officials. 
• Ability to comprehend and interpret written material
• Sound problem solving and analytical skills, including the ability to accurately analyze information and recommend solutions  
• Ability to handle a large volume of work in an efficient manner 
• Ability to perform detailed work rapidly and accurately
• Ability to prepare comprehensive and concise reports
• Strong oral and written communication skills including the ability to communicate financial information
• Ability to calculate figures and amounts such as interest, proportions, and percentages 
• Ability to work autonomously and effectively prioritizes and plans work activities and uses time efficiently 
• Ability to be a contributing member of an effective team  

Post-Employment

• Comprehensive knowledge of SSIS, MAXIS, MMIS, MEC Child Care, Revenue Recapture, Program Integrity Network, OnBase, PRODODYSSEY Court System/e-filing
• General working knowledge of Beacon and LandShark systems, and governmental accounting, auditing and reporting requirements 

Education and Experience 

• Two years of study at an accredited two or four year college or university with coursework emphasis in accounting, business or a closely related field
• Passing score on the Minnesota Human Services Merit System examination for this position

-OR-

• High school diploma or equivalent; and
• Two years of experience in collections work with a bank or credit union or as an investigator for an insurance company or law enforcement agency
• Passing score on the Minnesota Human Services Merit System examination for this position

-OR-

• High school diploma or equivalent; and
• Three years of clerical or account clerk experience in work involving billing or accounts receivable 
• Passing score on the Minnesota Human Services Merit System examination for this position

-AND- 

• Minnesota DHS Collections Officer Merit qualified

Persons with Disabilities

The above is a general listing of job duties. Essential and non-essential functions may vary by individual position. Reasonable accommodations may be available for both essential and non-essential job duties. 

Incompliance w/the Americans with Disabilities Act, the following represents the Physical/ Environmental Demands

FUNCTION	N/A	<25%	25% - 49%	50% - 74%	>74%
Office Environment					X
Sitting					X
Standing, Walking		X
Simultaneous/Repetitive Hand Movements					X
Typing/Data Entry					X
Close Vision (Near Acuity)					X
Distance Vision (Far Acuity)	X
Color Vision (ability to identify and distinguish colors)	X
Accommodation (ability to adjust the eye to bring an object into sharp focus)					X
Hearing/Speech					X
Sedentary (Exert up to 10 pounds of force)		X
Light (Exert up to 20 pounds of force)		X
Lifting, carrying or pushing of objects up to twenty-five (25) pounds	X
Lifting, carrying or pushing of objects up to fifty (50) pounds	X
Lifting or pushing of objects over fifty (50) pounds	X
Adverse movements such as overhead, bending, reaching			X

Competencies Common to All County Positions

• Develop and maintain a thorough working knowledge of and comply with all departmental and applicable County policies and procedures;
• Demonstration by personal example the spirit of service, excellence, and integrity expected from all staff;
• Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible;
• Confer regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities;
• Represent Houston County in a professional manner to the public, outside contacts and constituencies.

PLEASE NOTE: APPLYING FOR THIS POSITION REQUIRES TWO APPLICATIONS BE SUBMITTED

1. Submit your application to the Minnesota Merit System for Collections Officer no later than 4:30 p.m., Friday, August 8, 2025,by going to: https://agency.governmentjobs.com/mnmeritsystem/default.cfm and clicking on job posting: Collections Officer - Houston County (938-28).    

2. Submit your online application to Houston County by 4:30 p.m., Friday, August 8, 2025, by clicking the green "APPLY" button on this page.  Please attach a cover letter to your application file.  If special accommodations are needed to complete this application for employment, please contact the Houston County Personnel Dept. at 507.725.5822.

Salary : $54,434 - $71,635