FMS Service Coordinator

JOB SUMMARY:

The FMS Service Coordinator serves as the primary financial and program management resource for individuals utilizing self-directed services through Partners in Community Supports (PICS), a service of Lutheran Social Service of Minnesota (LSS). This role is responsible for coordinating service delivery, managing participant budgets, ensuring compliance with state and federal regulations, and providing consultative support to participants, families, support teams, and Lead Agencies.

The FMS Service Coordinator independently manages a complex portfolio of participants and public funding resources, requiring strong financial acumen, analytical problem-solving, exceptional attention to detail, and highly developed customer service skills. This position serves as a subject matter expert in program regulations, allowable expenses, budget utilization, and service delivery requirements while ensuring responsible stewardship of public funds and positive participant outcomes

SCOPE:

• PICS is a statewide Financial Management Services (FMS) provider serving individuals in all 87 Minnesota counties.
• Manage a portfolio of approximately 120-160 participants and their support teams.
• Oversee participant budgets ranging from $1,000 to over $300,000 annually.
• Responsible for the management and oversight of approximately $6 million in participant funding annually.
• Ensure compliance with Department of Human Services (DHS), Managed Care Organization (MCO), state and federal program requirements.
• Directly impacts participant outcomes, regulatory compliance, organizational revenue, and stewardship of public funds.
• Acts as a key liaison between participants, families, Lead Agencies, support planners, service providers, vendors, payroll partners, and internal operational teams.\

ESSENTIAL AND PRIMARY RESPONSIBILITIES:

Participant Budget Management & Financial Stewardship (40%):

• Manage, monitor, and analyze participant budgets to ensure spending aligns with authorized services and available funding.
• Review and approve financial transactions, payroll requests, service agreements, vendor payments, and participant purchases in accordance with program requirements.
• Monitor utilization trends and identify risks related to overspending, underspending, funding shortages, or service interruptions.
• Provide guidance and education to participants and families regarding budget management, allowable expenses, workforce costs, and funding sustainability.
• Analyze financial data and spending patterns to support informed decision-making and maximize participant resources.
• Ensure financial records are accurate, complete, and audit-ready.
• Interpret funding authorizations and service agreements to ensure appropriate allocation and use of public funds.

Program Coordination & Service Delivery (30%):

• Serve as the primary point of contact for participants, families, support teams, and Lead Agencies.
• Coordinate participant enrollments, renewals, service updates, and revisions.
• Support participants in understanding self-directed service options, program requirements, and available resources.
• Facilitate timely processing of participant requests to ensure uninterrupted service delivery.
• Collaborate with internal departments, vendors, and external partners to resolve service-related concerns.
• Assist participants and families in navigating complex service systems and requirements.

Compliance, Risk Management, & Regulatory Oversight (20%):

• Ensure participant services and expenditures comply with DHS regulations, waiver requirements, managed care contracts, labor laws, and applicable state and federal guidance.
• Identify potential compliance concerns and escalate issues appropriately.
• Maintain complete and accurate participant documentation.
• Monitor authorizations, spending activity, and service approvals to reduce organizational and participant risk.
• Prepare documentation supporting audits, reviews, and quality assurance activities.
• Stay informed of regulatory changes and communicate impacts to participants and stakeholders.

Customer Service & Relationship Management (10%)

• Deliver exceptional customer service through timely, professional, and solution-focused communication.
• Build collaborative relationships with participants, families, Lead Agency representatives, service providers, and community partners.
• Respond to inquiries, concerns, and requests with professionalism and urgency.
• Support conflict resolution and facilitate positive outcomes when addressing complex participant situations.
• Advocate for participant choice, independence, and person-centered service delivery.

Other Duties as Assigned

CORE RESPONSIBILITIES OF ALL LSS/CH EMPLOYEES:

Perform job responsibilities and exhibit behaviors that reflect LSS’ Mission and commitment to Trustworthiness, LSS’ Stand for Social Justice, and for being an Anti-Racism organization. This will require the individual to:

• Build working relationships that reflect awareness and respect for cultural differences.
• Recognize and appreciate cultural similarities and work across differences with internal and external colleagues.
• Actively support and engage in organization activities designed to achieve equity and inclusion in the organization’s culture and services.
• Continue professional and personal development to increase and evolve in their own intercultural competence.

SUPERVISORY RESPONSIBILITY:

This position does not have direct supervisory responsibility but serves as a subject matter expert and resource to participants, families, support teams, and internal staff.

BUDGET RESPONSIBILITY:

PICS manages substantial state and federal funding on behalf of participants. Each FMS Service Coordinator is responsible for monitoring and managing approximately $6 million annually in participant-authorized funding and ensuring responsible stewardship, compliance, and fiscal accountability.

QUALIFICATIONS & REQUIREMENTS:

• Bachelor's degree in Human Services, Business Administration, Finance, Accounting, Public Administration, Social Work, or a related field preferred. Equivalent combinations of education and relevant professional experience will be considered.
• Minimum of three years of experience in case management, service coordination, financial services, account management, program administration, healthcare administration, or a related field.
• Strong analytical and critical thinking skills.
• Demonstrated ability to manage multiple priorities and deadlines simultaneously.
• Strong customer service and relationship management skills.
• Excellent verbal and written communication skills.
• High level of accuracy and attention to detail.

Preferred Qualifications:

• Experience working with disability services, long-term care, Medicaid-funded programs, waivers, CDCS, CFSS, or related self-directed service programs.
• Experience managing budgets, financial transactions, payroll, or public funds.
• Experience interpreting regulations, policies, and funding requirements.
• Bilingual or multilingual communication skills.

Knowledge, Skills, and Abilities:

• Advanced organizational and time management skills.
• Advanced Microsoft Excel skills, including data analysis, reporting, reconciliation, and budget tracking.
• Proficiency with Microsoft Office Suite, CE platforms, and case management systems.
• Ability to analyze large volumes of information and identify discrepancies, trends, and opportunities.
• Ability to interpret and apply complex regulations and program requirements.
• Ability to exercise sound judgment and independent decision-making.
• Strong mathematical and financial aptitude.
• Ability to maintain confidential information and exercise discretion.
• Ability to develop effective working relationships with diverse stakeholders.
• Strong problem-solving and conflict-resolution skills.

POSITION COMPETENCIES:

• Financial Stewardship: Demonstrates accountability for the responsible management of participant budgets and public funds.
• Analytical Thinking: Uses data, financial information, and critical thinking to make informed decisions and solve complex problems.
• Regulatory Compliance: Maintains knowledge of program requirements and ensures compliance with applicable regulations.
• Customer Focus: Builds trust through responsive service, professionalism, and effective communication.
• Attention to Detail: Demonstrates exceptional accuracy in financial review, documentation, and transaction processing.
• Relationship Management: Develops productive partnerships with participants, families, Lead Agencies, vendors, and internal teams.
• Adaptability: Successfully manages change in a dynamic and evolving regulatory environment.

WORK ENVIRONMENT:

Identify the working conditions and physical demands that relate directly to the essential job duties and responsibilities to be compliant with the Americans with Disabilities Act:

• Primarily remote/hybrid work environment.
• Extended periods of computer use.
• Frequent use of Microsoft Office applications, CE systems, financial management platforms, and communication tools.
• Frequent interaction via phone, video conferencing, email, and in-person meetings.
• Occasional travel for participant meetings, trainings, conferences, and organizational events.

Percentage of time spent away from main office/location: Less than 10% - This is a remote/hybrid position and may require in-person events and travel as needed.

Percentage of time spent in direct care: 0%

This position offers an hourly pay range of $22.00 to $23.50, based on experience and qualifications.

This job description is not intended to be all-inclusive. The employee will also perform other reasonable related duties as assigned by the manager or other management personnel. Management reserves the right to change job responsibilities; duties and hours as needs prevail.

LSS is a dynamic social service organization serving children, youth and families, people with disabilities, older adults and military veterans. Trustworthiness is a value and strength shared by our employees and recognized by the communities we serve. We offer an ALIVE Workplace (Supportive, Positive and Fun) and careers that challenge, energize and rewards employees. Consider joining us!