Child Care Registrar & Billing Coordinator

Be a part of a Y that is growing with competitive benefits.
Job Description

Under the guidance and supervision of the VP of Child Development & Education, the Child Care Registrar & Billing Coordinator provides essential registration, billing, accounts receivables and administrative support. Oversees and maintains all child care billing records through the ProCare System for Child Care Accounting and is the administrator for the CCFA system for child care vouchers and state contract slots. The primary responsibility is filling and maintaining state contract slots and vouchers for maximum enrollment. The position will provide administrative and financial support to establish and maintain department records; coordinate assigned projects; and the compiling and distributing of a wide variety of material and reports. This position is responsible for the administration and compliance of the Department of Education CACFP program. This position works with state agencies to maintain compliance standards, works with families to coordinate all facets of billing registration and payments, and works with program directors and staff to ensure compliance with attendance and billing protocols. This position must provide outstanding customer service and maintain a positive informative working relationship with child/adult member participants, parents/guardians and staff.


Associate’s degree or higher in accounting or related field and/or related experience.

· 2-4 years’ experience in a Business Office Environment.

· Knowledge of Microsoft Access, Excel, Word and Outlook.

· Knowledge of standards, state, and local childcare licensing requirements.

· Proven ability to function as a team member.

· Knowledge of accounting methods and practices and ability to oversee budget and fiscal bookkeeping. Prior use of ProCare Child Care Accounting System a plus.

· Ability to work in a multi-cultural, interdisciplinary environment and with diverse community- based agencies.

· Ability to work with staff, parents, and others from various backgrounds.

· Excellent verbal and written communication skills.

· Excellent problem solving skills

· Bilingual in Spanish, Haitian Creole or Brazilian Portuguese helpful.

Essential Functions

Responsible for all program registration components including the processing of all EEC contract and CCR&R voucher initial authorizations and annual re-authorizations applications. Programs include one Pre-K and three afterschool program sites. During the summer months there are a total of three summer programs.

· Manage wait list, attendance input and monthly billing for children with EEC vouchers and contract slots in the central CCFA (Child Care Financial Assistance) and KinderWait software databases.

· Works to ensure that registration payments are made, receipted to the proper families, and distributed to the proper program budgets and A/R software packages/ProCare System.

· Review ongoing childcare A/R/ProCare System; Contact participants to update payment information and achieve full collections through email, phone, and in person program site visits.

· Maintains an organized system to ensure compliance and confidentiality of EEC, CCR&R and DOE/DESE CACFP agreements and records.

· Ensure families properly qualify for any financial support ensuring all required documentation is in order.

· Process all child care billing and terminations on a timely basis, ensuring all State and local agencies policies are followed.

· Maintain organized and updated files for all EEC and Voucher children.


· Work with Program Directors to maintain maximum enrollment and maintain wait lists.

· Respond to common inquiries or issues from parents, members, and staff.

· Work with the VP of Child Development & Education and the Financial Controller to conduct regular internal and external audits.

· Attendance at relevant YMCA/external trainings and meetings and access to professional development opportunities.

· Remain current in required and voluntary trainings in order to promote growth of mind, spirit and character values for all.

· Representation of the YMCA in a professional manner within the community and its programs.

· All other duties as directed or required for the overall success of the organization.

Required Certifications

EEC Financial Assistance Policy Guide

· Child Care Financial Assistance System (CCFA)

· EEC KinderWait Software

· DOE/DESE CACFP System & Training Modules

· Child Abuse Prevention Training

· YMCA Internal Software

· Others to be determined