The Role
Manages childcare billing, enrollments, ledgers, scholarship applications, funding sources, account adjustments, and compliance with childcare authorization policies. Processes enrollment and parent forms, coordinates with Child Care Services and program directors, maintains billing systems and confidential applicant information, supports registration launches, and provides backup accounting support. Requires strong communication, analytical, computer, and problem-solving skills, along with occasional evening or weekend availability.
Summary Generated by Built In
Position Summary
Responsible for childcare billing, maintaining all childcare program accounts, enrollments, ledgers and ensuring they are accurate and paid on time. Also responsible for processing and approving/denying childcare scholarships.
Responsible for childcare billing, maintaining all childcare program accounts, enrollments, ledgers and ensuring they are accurate and paid on time. Also responsible for processing and approving/denying childcare scholarships.
Essential Responsibilities
- Maintain scholarship information by collecting, calculating and determining individual scholarship amounts.
- Ensure scholarship applications are complete and processed in a timely manner.
- Resolve application discrepancies.
- Schedule and conduct personal or telephone interviews with parents as needed.
- Monitor various scholarship funding sources and advise parents of scholarship awards.
- Maintain automated billing plans for accuracy across all childcare programs and make sure billing is posted to accounts within Brightwheel or other billing software.
- Review all Child Care Services emails and documents within the KinderConnect system; print them and make necessary adjustments to the corresponding accounts within Brightwheel or other billing software.
- Serves as the main point of contact for Child Care Services and works closely with them regarding childcare authorizations and enrollments at all YWCA childcare sites.
- Assures the YWCA remains in compliance with Child Care Services policies regarding attendance tracking, payments, and authorizations.
- Creates, updates, or edits enrollment packets for YWCA childcare programs within Brightwheel or other childcare software systems.
- Ensures registration for Summer Camp, YWCAre After-school, and Mini Camps launch on their scheduled launch dates.
- Periodically reviews and updates forms such as the withdrawal form, vacation request form, and waitlist form; also processes these forms when parents submit them.
- Maintain scholarship operations by following policies and procedures and reporting needed changes.
- Maintain applicant confidence and protect applicant information by keeping information confidential.
- Participate in training sessions, administrative staff meetings and attend other meetings to represent company as needed.
- Work closely with YWCA Program Directors to create billing and enrollment procedures.
- Collaborate with Program Directors and provide input for maintaining and updating the Parent Handbook annually.
- Serves as back-up in other accounting areas as needed by the department.
Additional Responsibilities
- Serve as a mandated reporter and comply with all applicable laws and organizational policies regarding child protection. Report any suspected child abuse or neglect immediately, but no later than within 24 hours, to the appropriate authorities and in accordance with organizational procedures.
- Perform other duties as assigned.
Qualifications
- Learn and support the YWCA mission, vision, and policies to meet the goals of the organization without compromise, serving as a role model for the Lubbock community both in demeanor and in life-style habits.
- High school education required.
- At least one (1) year of Guest Service Specialist experience or related experience required.
- Flexibility to work irregular hours from time to time, including evenings or weekend.
- Infrequent travel: 0-10 days/year.
- Pass a criminal history background check and FBI fingerprint check.
Core Competencies
- Analytical and problem-solving skills required.
- Very strong communication skills, both written and verbal.
- Strong computer skills, including Microsoft Office.
- Present self professionally in appearance and mannerism at all times.
- Ability to relate well with a variety of populations.
Work Environment
This position operates primarily in an office environment with regular interaction across all departments and leadership levels. Occasional evening or weekend work may be required to support organizational needs.
This position operates primarily in an office environment with regular interaction across all departments and leadership levels. Occasional evening or weekend work may be required to support organizational needs.
Skills Required
- High school education
- At least one year of Guest Service Specialist experience or related experience
- Ability to work occasional irregular hours, including evenings or weekends
- Infrequent travel, approximately 0-10 days per year
- Successful criminal history background check
- Successful FBI fingerprint check
- Analytical and problem-solving skills
- Very strong written and verbal communication skills
- Strong computer skills, including Microsoft Office
- Ability to relate well to diverse populations
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The Company
What We Do
YWCA of Lubbock is a nonprofit community organization dedicated to eliminating racism, empowering women, and promoting peace, justice, freedom, and dignity for all. It serves children, women, and men through programs spanning early childhood education, after-school care, camps, youth development, aquatics, fitness, sports, health and wellness, community outreach, and special-needs childcare. The organization operates in Lubbock, Texas, and supports families across the community.
