DEPARTMENT: Employment and Economic Assistance
FILE TYPE: Consent Action
TITLE
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Authorization To Add 11 Full-Time Equivalent Financial Assistant Specialist II Positions In Employment and Economic Assistance Department
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PURPOSE/ACTION REQUESTED
Authorize the creation of 11 new full-time equivalent (FTE) Financial Assistant Specialist II positions in 2026 in the Employment and Economic Assistance (E&EA) Department to address Medical Assistance backlogs and requirements of House Resolution 1 (HR1).
SUMMARY
In response to the COVID-19 pandemic the federal government provided for continuous Medical Assistance (MA) coverage without annual recertification. In spring 2023, that continuous coverage was ended and counties resumed annual recertifications. Since that time, Dakota County, like most counties, has had a backlog of applications and renewals needing to be processed. The MA backlog for new applications is currently about 450 applications for elderly and disabled, 120 for other new applications, and 3,400 applications for recertifications processed through METS, the Minnesota Electronic Technology System. This is a decrease from nearly 6,000 backlogged METS recertifications a year ago.
Improvements to application timeliness have been made through improved OnBase workflows, reorganizing teams for greater efficiency, use of data dashboards, staff overtime, and temporary financial workers from other counties.
While the department has made great progress in decreasing backlogs, the passage of HR1 in July 2025 adds new requirements for E&EA. Most notably is the requirement of recertifications two times a year, rather than once, decreasing retroactive eligibility from 90 days to either 30 or 60 days depending on the case type, and adding work requirements for many MA participants. Taken alone, the twice annual recertification would double the work of financial workers.
To prepare for HR1 the department wants to ensure it is well-placed to have the current backlog at a manageable level or eliminated by January 1, 2027. While the increased recertification requirement starts January 1, 2027, the first renewal notices will be sent to clients starting in October 2026. Analyses by Public Assistance managers indicates that 11 additional staff are needed to decrease the backlog and prepare for the additional renewals.
The E&EA Department has relied on overtime and temporary staff to address backlogs. This request will use funds from staff overtime and temporary staffing to fund 11 permanent FTEs. There will still be funding for overtime and/or temporary staff, so conversion to FTEs increases overall capacity. Having regular staff rather than temporary decreases training needs and increases continuity for teams.
New staff would be brought on in two phases. The first phase would be from April to July 2026 and would eliminate 11 part-time staff and add 6 Financial Assistance Specialist IIs. The second phase would be from August to December 2026 and would eliminate 9 part-time staff and add 5 Financial Assistant Specialist IIs.
OUTCOMES
The expected outcomes are:
• Decrease MA backlogs to manageable levels or elimination by January 1, 2027
• Increase timely and uninterrupted access to health care coverage for residents
• Position E&EA to provide timely MA application and renewal processing as the requirements of HR1 begin
• Decrease regular use of overtime and temporary staffing
RECOMMENDATION
recommendation
Staff recommends authorization of the phased-in approach to create 11 new FTE Financial Assistant Specialist II positions in 2026.
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EXPLANATION OF FISCAL/FTE IMPACTS
Staff anticipates no fiscal impact from this action since existing personnel funds, previously used for overtime and temporary staff, will be used to fund these new positions. The department and finance staff will conduct periodic assessments to ensure this remains zero net cost. If staff costs exceed the overtime and temporary staff reduction amounts vacant positions will be kept open.
The FTE impact will be 11 additional new FTEs for a department total of 313.50 FTEs.
☐ None ☐ Current budget ☐ Other
☐ Amendment Requested ☒ New FTE(s) requested
RESOLUTION
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WHEREAS, the Employment and Economic Assistance Department has had Medical Assistance application and renewal backlogs since the end of continuous Medical Assistance coverage due to the COVID-19 pandemic; and
WHEREAS, the Medical Assistance backlogs negatively impact the ability of residents to access health care; and
WHEREAS, the department has decreased the backlog by half through improved processes and technology, reorganization, staff overtime, and temporary staff but there is still a backlog of more than 3,000 cases; and
WHEREAS, federal House Resolution 1 (HR1) introduces new requirements for Medical Assistance that go into effect on January 1, 2027, including twice annual recertifications, decreased retroactive eligibility, and work requirements that will greatly increase the workload of Financial Assistant Specialist IIs; and
WHEREAS, Dakota County will best be prepared to implement new Medical Assistance requirements in HR1 if the existing backlog is reduced or eliminated; and
WHEREAS, the Employment and Economic Assistance Department has relied on staff overtime and temporary staff to decrease the backlog and greater capacity can be achieved by using those funds for regular, permanent staff with no fiscal impact.
NOW, THEREFORE, BE IT RESOLVED, that the Dakota County Board of Commissioners hereby authorizes the creation of 11 new full-time equivalent Financial Assistant Specialist II positions in the Employment and Economic Assistance Department that will be hired in two phases, the first starting in April 2026 and the second in August 2026.
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PREVIOUS BOARD ACTION
None.
ATTACHMENTS
Attachment: None.
BOARD GOALS
☒ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☐ Excellence in Public Service
CONTACTS
Department Head: Dana DeMaster
Author: Dana DeMaster