Childcare Finance and Enrollment Coordinator

YWCA of Lubbock; Lubbock (TX); On-site; USD 19,000 - 25,000; Full time

Job summary

The YWCA of Lubbock is seeking a detail-oriented Child Care Billing Specialist to manage scholarship calculations, enrollments, and ledgers across all childcare programs. You will ensure accurate billing and timely payments using Brightwheel or similar software, while maintaining confidentiality of applicant information.

Responsibilities include processing scholarships, communicating with parents, coordinating with program directors, and keeping enrollment packets up to date.

Qualifications

• High school education required.
• At least 1 year of Guest Service Specialist experience or related experience.
• Flexibility to work irregular hours, including evenings or weekends.
• Criminal history background check and FBI fingerprint check.

Responsibilities

• Maintain scholarship information by collecting, calculating and determining individual scholarship amounts.
• Ensure scholarship applications are complete and processed in a timely manner.
• Resolve application discrepancies.
• Schedule and conduct interviews with parents as needed.
• Monitor scholarship funding sources and advise parents of scholarship awards.
• Maintain automated billing plans across all childcare programs and post billing to accounts.
• Review KinderConnect system emails and adjust Brightwheel accounts as needed.
• Serve as the main contact for Child Care Services regarding authorizations and enrollments.
• Assure compliance with Child Care Services policies on attendance, payments and authorizations.
• Create or edit enrollment packets within Brightwheel or other systems.
• Ensure Summer Camp and After-school registrations launch on schedule.
• Review and update forms or waitlists and process submissions.
• Maintain scholarship operations following policies and reporting changes.
• Protect applicant information and maintain confidentiality.
• Participate in trainings and meetings to represent the company.
• Collaborate with Program Directors on billing/enrollment procedures.
• Contribute to updating the Parent Handbook annually.
• Serve as back-up in other accounting areas.

Skills

Analytical skills

Communication skills

Microsoft Office

Education

High school diploma

Tools

Brightwheel

KinderConnect

Job description

Position Summary

Responsible for childcare billing, maintaining all childcare program accounts, enrollments, ledgers and ensuring they are accurate and paid on time. Also responsible for processing and approving/denying childcare scholarships.

Essential Responsibilities

• Maintain scholarship information by collecting, calculating and determining individual scholarship amounts.
• Ensure scholarship applications are complete and processed in a timely manner.
• Resolve application discrepancies.
• Schedule and conduct personal or telephone interviews with parents as needed.
• Monitor various scholarship funding sources and advise parents of scholarship awards.
• Maintain automated billing plans for accuracy across all childcare programs and make sure billing is posted to accounts within Brightwheel or other billing software.
• Review all Child Care Services emails and documents within the KinderConnect system; print them and make necessary adjustments to the corresponding accounts within Brightwheel or other billing software.
• Serves as the main point of contact for Child Care Services and works closely with them regarding childcare authorizations and enrollments at all YWCA childcare sites.
• Assures the YWCA remains in compliance with Child Care Services policies regarding attendance tracking, payments, and authorizations.
• Creates, updates, or edits enrollment packets for YWCA childcare programs within Brightwheel or other childcare software systems.
• Ensures registration for Summer Camp, YWCAre After-school, and Mini Camps launch on their scheduled launch dates.
• Periodically reviews and updates forms such as the withdrawal form, vacation request form, and waitlist form; also processes these forms when parents submit them.
• Maintain scholarship operations by following policies and procedures and reporting needed changes.
• Maintain applicant confidence and protect applicant information by keeping information confidential.
• Participate in training sessions, administrative staff meetings and attend other meetings to represent company as needed.
• Work closely with YWCA Program Directors to create billing and enrollment procedures.
• Collaborate with Program Directors and provide input for maintaining and updating the Parent Handbook annually.
• Serves as back-up in other accounting areas as needed by the department.

Additional Responsibilities

• Serve as a mandated reporter and comply with all applicable laws and organizational policies regarding child protection. Report any suspected child abuse or neglect immediately, but no later than within 24 hours, to the appropriate authorities and in accordance with organizational procedures.
• Perform other duties as assigned.

Qualifications

• Learn and support the YWCA mission, vision, and policies to meet the goals of the organization without compromise, serving as a role model for the Lubbock community both in demeanor and in life-style habits.
• High school education required.
• At least one (1) year of Guest Service Specialist experience or related experience required.
• Flexibility to work irregular hours from time to time, including evenings or weekend.
• Infrequent travel: 0-10 days/year.
• Pass a criminal history background check and FBI fingerprint check.

Core Competencies

• Analytical and problem-solving skills required.
• Very strong communication skills, both written and verbal.
• Strong computer skills, including Microsoft Office.
• Present self professionally in appearance and mannerism at all times.
• Ability to relate well with a variety of populations.

Work Environment

This position operates primarily in an office environment with regular interaction across all departments and leadership levels. Occasional evening or weekend work may be required to support organizational needs.