What are the responsibilities and job description for the Childcare/Camp Billing/Collections Assistant position at YOUNG MEN'S CHRISTIAN ASSOCIATION OF WICHITA...?
GENERAL FUNCTION
Under the supervision of the Director of Payroll and Child Care Accounts and operating within the policies of the Greater Wichita YMCA, the Childcare/Camp Billing/Collections Assistant performs duties associated with billing and collections of childcare and camp programs.
MINIMUM ENTRY REQUIREMENTS:
EDUCATION/EXPERIENCE REQUIREMENTS:
- Prefer one year experience in customer service and billing/receivable functions.
- Experience handling money.
- Experience with computers and office equipment.
PHYSICAL/MENTAL REQUIREMENTS:
- Visual, auditory, and verbal ability to communicate effectively with people and monitor property and activity.
- Ability to perform light physical activity.
JOB REQUIREMENTS:
- Ability to work with a diverse group of people, including business and social service providers
- Ability to complete information in a timely manner
- Ability to work accurately and at a fast pace
- Strong communication and organizational skills
- Ability to simultaneously manage multiple priorities
- Attend New Employee Orientation within 30 days of hire
- Ability to meet deadlines
- Ability to work with minimal supervision
- Ability to work with disgruntled individuals without internalizing comments
RESPONSIBILITIES
Accounting or other related items
- Review, process, and maintain all billing information, including DCF childcare plans and CACFP data.
- Send weekly reports to supervisor, Director of Payroll and Child Care Accounts, Child Care Branch Director, Camp Branch Director, Program Directors, and VP of Finance.
- Calculate and enter any necessary receivable information.
- Ensure all third-party childcare/camp participants have current childcare plans in place and provide the sites with copies.
- Communicate with the Controller regarding reversals and/or corrections for payments made at branches in error.
- Produce and mail annual tax letters.
- Participate in childcare and camp director and staff meetings as needed.
- Maintain an organized file system of enrollment, attendance, and billing records.
- Cross-train other office staff on above duties as needed.
Customer Service/Collections
- Prepare and send past due/collection notices and payment receipts to childcare participants on a weekly basis. This also applies to camp participants during the summer camp season.
- Make any balance due/collection calls as necessary.
- Enter messages associated with balance dues.
- Communicate with parents and directors on any YMCA related items as needed
- Post all childcare/camp deposit activity and payments to individual accounts.
- Generate and distribute weekly all balance due reports with notes for unusual activity or exceptions.
- Maintain database of collections and write-offs when appropriate.
- Enter data for program participants’ registration, transfers, and billing.
- All other duties as assigned.
EFFECT ON END RESULT
This position has a profound effect on the efficiency, timeliness, and accuracy of the childcare/camp and accounting information systems. The Childcare/Camp Billing/Collections Assistant is able to ensure that the Childcare and Camping programs are submitting consistent and correct information to parents and to third party agencies and to ensure compliance with all guidelines and regulations. This position helps in the overall business operation of childcare and camping programs, setup, posting & reporting.
