Administration and Billing Coordinator

The Louis S. Wolk Jewish Community Center of Greater Rochester is located alongside the Erie Canal in Brighton and is a 200,000 square foot facility that houses our state-of-the-art Fitness, Wellness and Recreation programming, an Aquatics Center, a professional Theatre, Children’s Center and our Summer Camp Programs.

We pride ourselves on providing our members with quality educational, cultural arts and social programming, and we are an inclusive community center that welcomes people of all faiths, backgrounds, and ages.

We are looking for a full time Administration and Billing Coordinator to support daily operations of the licensed childcare program. Provide exceptional customer service to families and engage with children, teachers, parents, administrators, vendors and guests to address questions and solve problems. Manage a variety of administrative tasks including billing & enrollments, staff schedules &, attendance tracking, file maintenance & recordkeeping for compliance and health & safety requirements.

ESSENTIAL DUTIES and RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

Billing & Enrollment:

• Assist with annual re-enrollment process and ongoing enrollment of new families.
• Register, process and automate monthly billing, collect payments, maintain receivables, monitor data integrity, process refunds, etc., ensuring prompt and accurate processing.
• Oversee DSS enrollment, billing and receivables for childcare subsidy accounts.
• Provide ongoing enrollment and payment reports
• Adjust contracts, schedules, class lists, and billing to accommodate children’s enrollment or schedule changes and inform classrooms of changes
• Maintain records in an organized and accurate manner to facilitate retrieval and follow-up
• Recommend internal processes to ensure accurate and timely invoicing and collection of fees

Staffing Support for Daily Operations:

• Prepare weekly teacher schedules. Monitor and update the daily schedule, strategize coverage for call-outs, floaters, subs, breaks
• Monitor and record teacher attendance, collect documentation of absences, reportable illness & other staff records
• Respond promptly to teacher needs throughout the day and foster cooperative and harmonious working environment to positively impact morale
• Assist directors with scheduling individual and group meetings with educators

Program Support for Daily Operations:

• Collaborate with external and internal specialist instructors and teachers to build enrichment schedules
• Communicate office, school, classroom equipment needs to director
• Maintain log & monitor status of requests and orders: program supplies, snack menu, classroom materials & equipment, maintenance/facility work orders, housekeeping, etc.
• Support Directors with administrative tasks, including teacher or parent communication needs, annual enrollment procedures, updating records for children, updating records for employees
• Assist with planning for special events, professional development sessions, meetings, and family activities
• Engage with “Tadpoles” – classroom communication and management application
• Follow all opening and/or closing procedures for the office when scheduled as opener or closer

Health & Safety:

• Maintain confidentiality regarding child, family and employee information. Share protected information with administrators and staff only on a “need-to-know” basis
• Per the training provided, follow all protocols and procedures as a Mandated Reporter; directly notify the proper regulatory agency and administration of Wolk for any suspected concern of child abuse, neglect or maltreatment
• Collect and maintain child medical records including updated immunization records, annual physicals - from families (as needed)
• Collect and file classrooms’ daily health check records; distribute blank forms – with teachers (quarterly)
• Monitor and supply forms for Incident/Injury Reports to all classrooms
• Manage filing of individual child incident reports as well as office records for significant reportable events
• Manage and review up-to-date consent forms for special health care needs, allergies, prescription and non-prescription medications every 6 months
• Ensure classrooms and teachers have all necessary up-to-date allergy information and supplies (signage, medications, healthcare plan & other paperwork)
• Check stocked and prescribed medications in classroom emergency bags to stay in compliance with requirements. Monitor inventory and order first aid and emergency supplies
• Advise & support safety, security and emergency practices in cooperation with leadership
• Schedule & lead of monthly fire drills, shelter-in-place drill, and monthly building inspection paperwork
• Schedule monthly emergency evacuation drill, and bi-annual shelter-in-place drill, in accordance with regulations
• Oversee completion of monthly OCFS Building Inspection report; save/file records

Key competencies for Success:

• Represent a positive image of the JCC when interacting with families and members of the community
• Communicate effectively and thoughtfully with a diverse set of individuals including children, parents, and staff
• Proven experience in customer/parent service management and quality service delivery
• Excellent critical, creative thinking and decision-making skills
• Maintain confidentiality and a safe environment for children, families, and staff

Education and Experience

• Associate degree in Business or related field or equivalent experience
• Experience or training with basic accounts payables/receivables, preferred
• Certifications: Current CPR and First Aid certification preferred (training available)
• Experience: two years’ experience in a group childcare or education setting, preferred
• Proficient in MS Office suite and above average skills in Excel, required.
• Ability to quickly learn and become proficient with software applications
• Familiarity with Daxko Software System, a plus

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to:

• Stand, walk, sit, reach with hands and arms, grasping and twisting, climb or balance
• Stoop, kneel, crouch or crawl
• Sit for extended periods of time
• Possess the strength, endurance and vigilance required to maintain constant supervision of children
• Ambulatory ability to manage uneven ground, hills, and steps
• The employee must infrequently lift and/or move up to 50 pounds

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform within the described work disabilities to perform within the described work environment. While performing the duties of this job the employee is regularly exposed to:

• Office environment
• Infants – Pre-K Classroom environment
• Ability to assist children in an emergency
• Frequent telephone calls and member visits for account questions/information
• Regular use of standard office equipment