Administrative and Billing Assistant

Archdiocese of Saint Paul and Minneapolis; Saint Paul (MN); On-site; Full time

Job summary

Ascension Catholic Academy is seeking a full-time Administrative and Billing Assistant to support its Early Childhood Learning Centers. The role involves managing enrollment processes, communicating with families, event planning, and billing tasks, providing a nurturing educational environment. Competitive pay and comprehensive benefits are offered to support employees’ wellbeing.

Benefits

Medical and dental insurance

Life insurance

Long-term disability protection

403(b) retirement plan with employer match

Flexible Spending Account (FSA) options

Qualifications

• Experience in administrative support roles preferred.
• Strong communication skills required.
• Experience in billing or finance related tasks a plus.

Responsibilities

• Support all Early Childhood Learning Centers with administrative and billing needs.
• Manage enrollment applications and communication with families.
• Assist in planning and executing family events.

Skills

Communication

Organization

Customer Service

Attention to Detail

Education

High School diploma or equivalent

Job description

Ascension Catholic Academy’s Early Childhood Learning Centers are dedicated to nurturing the minds, hearts, and spirits of young children through a faith-based, inclusive, and high-quality educational environment. Our mission is to provide a safe, supportive, and joyful place where every child is valued and encouraged to grow academically, socially, and spiritually. Each of our schools, Ascension Catholic School, St. John Paul II Catholic School, St. Pascal Regional Catholic School, and St. Peter Claver Catholic School, features an Early Childhood Learning Center on site, offering a play-based curriculum designed to inspire curiosity, creativity, and a love of learning.As the Administrative and Billing Assistant, you will support all four Early Childhood Learning Centers across the academy, serving as a central point of contact for administrative and billing needs. This is a full-time (40 hours/week) position, with your primary office located at St. Pascal Regional Catholic School. You will also provide onsite support to the St. Pascal staff as needed, including greeting parents, assisting in classrooms, and substituting in emergencies.Enrollment Management:

• Track new admissions applications, adding them to spreadsheets and setting up tours as needed.
• Communicate proactively with families, sending necessary information and addressing their questions.
• Collect and organize required paperwork, including licensing documents and scholarship applications.
• Liaise with county officials regarding scholarship applications and track Award Planning Agreements.

Communication:

• Draft clear and engaging communications for parents, including flyers and notifications.
• Collaborate with the marketing team to ensure all materials and websites are current and accurate.
• Establish and maintain a consistent communication schedule throughout the year.

Special Events and Billing:

• Assist in planning family events, ordering supplies and marketing the events to our community.
• Help execute events, ensuring they run smoothly and are enjoyable for attendees.
• Bill families and track payments, invoicing scholarships and monitoring their payment status.
• Communicate with parents regarding their payments and work closely with the finance team to properly track and record all payments.

CACFP Administration:

• Serve as the primary point of contact for CACFP across all four sites.
• Prepare, submit, and track all necessary CACFP paperwork to ensure compliance.

Starting Hourly Pay: $22/HourStarting Pay is determined by the candidate's experience and education levelAscension Catholic Academy is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment.Benefits Information:Ascension Catholic Academy provides a comprehensive benefits package designed to support our employees’ health, financial security, and work-life balance. Our benefits include medical and dental insurance coverage for employees and their eligible dependents, with options for a Health Savings Account (HSA) or a Flexible Spending Account (FSA), depending on the chosen health plan. Employees receive life insurance with the option for supplemental coverage, as well as long-term disability protection. We offer a 403(b) retirement plan with a 3% employer match for retirement planning. Full benefit details, terms, and conditions are outlined in Ascension’s Employee Handbook and plan documents, available upon request. Eligibility for certain benefits may vary based on employment status and length of service.