The Accounts Receivable Specialist is responsible for delivering accurate, timely, and professional administrative and accounts receivable support for YMCA licensed child care programs. This role manages program registrations, billing, account reconciliation, and family communications while ensuring compliance with licensing requirements, financial assistance guidelines, and YMCA policies. The Accounts Receivable Specialist serves as a key liaison between families, program staff, and the business office to ensure accurate enrollment, billing integrity, and a high-quality participant experience, while also supporting broader Accounts Receivable functions across YMCA programs as assigned.
· Minimum of 2–3 years of experience in administrative support, customer service, billing, or program registration
· Experience working with child care, youth programs, or licensed environments preferred
· Experience with accounts receivable, billing systems, or subsidy programs (e.g., WI Shares) strongly preferred
Professional Expectations
· Demonstrate strong attention to detail and accuracy, with the ability to audit registrations, rosters, and financial data
· Provide excellent customer service and maintain professional, timely communication with families, staff, and leadership
· Effectively manage multiple priorities and deadlines in a fast-paced, high-volume environment
· Exhibit proficiency in Microsoft Office (Excel, Outlook) and database systems; experience with Daxko preferred
· Handle confidential information with discretion and professionalism
Work Environment, Physical Demands and Child Safety:
· This position may include a combination of in-office and remote work, based on operational needs. Workspace may be shared with other staff when on-site.
· All YMCA Staff are mandated by law to report child abuse and neglect to Child Protective Services. Such reports can be made verbally at 1-855-444-3911. Staff will also report suspected abuse or neglect to their supervisor, senior management, or Human Resources.
· Provide timely, accurate, and professional customer service to families inquiring about or participating in YMCA licensed child care programs, including Early Childhood Education, School Age, and Day Camp.
· Maintain and monitor licensed program communication channels (email, voicemail, phone lines) to ensure prompt and consistent follow-up.
· Review and audit program registrations for completeness, accuracy, and required documentation; apply applicable discounts and update internal tracking systems.
· Support the financial assistance process by reviewing applications, verifying documentation, and determining eligibility in accordance with YMCA guidelines.
· Assist in the collection and processing of payments for licensed child care services, ensuring accurate posting and documentation in Daxko or applicable systems.
· Audit and reconcile program rosters to verify participant schedules, enrollment status, and billing accuracy; maintain up-to-date tracking tools.
· Review family accounts for accuracy, including subsidy application (e.g., WI Shares), and ensure compliance with YMCA policies and licensing requirements.
· Support broader Accounts Receivable functions, including invoicing, account reconciliation, aging review, and collections activities across YMCA programs as assigned.
· Communicate effectively with families, program staff, and leadership regarding registration, billing, schedule changes, and account discrepancies.
· Maintain accurate records and documentation in compliance with licensing standards, YMCA policies, and data privacy requirements.
· Perform other duties as assigned