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Administrative and Billing Specialist
2 months ago
The Jewish Community Center of Greater Rochester is a vibrant facility dedicated to promoting fitness, wellness, and community engagement. We are seeking a full-time Administrative and Billing Specialist to enhance the operational efficiency of our licensed childcare program.
This role involves delivering outstanding customer service to families while collaborating with children, educators, parents, and various stakeholders to address inquiries and resolve issues. The successful candidate will manage a range of administrative responsibilities, including billing and enrollment processes, staff scheduling, attendance tracking, and maintaining compliance records.
Key ResponsibilitiesBilling and Enrollment Management:
- Facilitate the annual re-enrollment process and assist with the onboarding of new families.
- Process and automate monthly billing, manage payments, maintain accounts receivable, and ensure data accuracy.
- Oversee enrollment and billing for childcare subsidy accounts.
- Generate and provide ongoing reports related to enrollment and payments.
- Adjust contracts and schedules as necessary to reflect changes in enrollment.
- Maintain organized records to support efficient retrieval and follow-up.
- Recommend improvements to internal processes for timely invoicing and fee collection.
Staffing Support:
- Prepare weekly schedules for educators and monitor daily staffing needs.
- Track teacher attendance and manage documentation of absences.
- Respond to educator needs throughout the day to foster a positive work environment.
- Assist leadership in scheduling meetings with staff.
Program Support:
- Collaborate with instructors to develop enrichment schedules.
- Communicate equipment and supply needs to management.
- Maintain logs of requests and monitor the status of orders for supplies and maintenance.
- Support administrative tasks related to communication with parents and staff.
- Assist in planning special events and activities.
- Utilize classroom management applications for effective communication.
- Follow office opening and closing procedures as required.
Health and Safety Compliance:
- Ensure confidentiality of sensitive information regarding children and families.
- Adhere to mandated reporting protocols for suspected child welfare concerns.
- Collect and maintain medical records and health check documentation.
- Monitor and supply necessary forms for incident reporting.
- Manage and review consent forms for health care needs and allergies.
- Ensure classrooms are equipped with up-to-date health information and supplies.
- Support safety and emergency practices in collaboration with leadership.
- Schedule and lead safety drills and inspections as required.
Essential Skills:
- Exemplify a positive representation of the organization in all interactions.
- Communicate effectively with a diverse audience, including children and families.
- Demonstrate experience in customer service and quality management.
- Exhibit strong critical thinking and decision-making abilities.
- Maintain confidentiality and a safe environment for all.
Education and Experience:
- Associate degree in Business or a related field, or equivalent experience.
- Experience with accounts payable/receivable is preferred.
- Current CPR and First Aid certification is a plus (training available).
- Two years of experience in a childcare or educational setting is preferred.
- Proficiency in MS Office, particularly Excel, is required.
- Ability to quickly learn new software applications.
- Familiarity with Daxko Software System is advantageous.
The physical demands of this position include the ability to stand, walk, sit, reach, and occasionally lift up to 50 pounds. The role requires maintaining constant supervision of children and managing various physical tasks in a dynamic environment.
Work Environment:This position is primarily office-based, with interactions in classroom settings. The role involves regular communication with families and staff, as well as the use of standard office equipment.
