Processing Specialist

OpenEd; Northern (KY); Hybrid; USD 32,000 - 48,000; Full time

Job summary

OpenEd is seeking a Processing Specialist to review and process student schedules, enrollment packets, reimbursements, and direct orders. You will maintain timely communication with parents and ensure adherence to policies.

This role emphasizes accuracy, confidentiality, and strong collaboration with the OpenEd team. You will manage enrollment documents, perform data entry, and support procurement while upholding OpenEd’s standards and regulatory requirements.

Qualifications

• Strong verbal and written communication skills with an ability to engage professionally with others.
• Ability to handle confidential information with discretion.
• Extremely detail-oriented, organized, personable, and patient, with excellent interpersonal skills.
• Confidence in learning and utilizing various online tools, systems, and programs.
• Self-motivated and able to work independently with minimal supervision.
• Availability to work during traditional business hours in the Mountain Time Zone.
• Proficiency with Google Suite (Gmail, Calendar, Docs, Sheets, etc.).
• Access to a smartphone, high-speed internet, computer, webcam, and headset.
• Associate’s Degree or equivalent from an accredited institution, or relevant experience.
• Proven administrative or clerical experience, especially in data entry and record keeping.
• Must be eligible to work in the U.S.

Responsibilities

• Process student schedules within a 14-day turnaround, cross-referencing vendor information, reimbursement sheets, documents, internal communication channels, and external websites.
• Review and process reimbursement claims within a 14-day turnaround, ensuring compliance with company policies and cross-referencing with documents and portals.
• Verify receipt of orders and address discrepancies with invoices to maintain accurate records.
• Organize and review incoming student enrollment packets to ensure all required documentation is included and in proper order.
• Accurately enter student records into the system and maintain up-to-date enrollment information.
• Process Direct Orders for necessary supplies and materials to support procurement processes.
• Respond to parent/guardian inquiries in a professional, courteous, and timely manner.
• Collaborate with colleagues to provide reliable and clear information to families.
• Attend team meetings and contribute to discussions as required.
• Lead by example by fostering a supportive environment aligned with OpenEd’s values.

Skills

Active Learning

Active Listening

Critical Thinking

Clerical Skills

Reading Comprehension

Speaking

Writing/Communication

Public Safety & Security

Time Management

Coordination

Instructing

Negotiation

Service Orientation

Relationship Management

Education

Associate’s Degree or equivalent

Tools

Google Suite

Job description

About OpenEd

At OpenEd, we’re opening the world to every learner. With over 100,000 students served and growing rapidly, families trust us as a partner to the most precious thing in their lives, their children. Our vision: a future where education is no longer constrained by geography, rigid models, or outdated systems. Our mission: to give every student customized, world-class education and resources, empowering families and opening millions of doors for learners across the country.

Our Culture (The Foundation of Everything We Do)

Culture at OpenEd is intentional. It’s defined by what we promote—and what we tolerate. Our latest eNPS (employee net promoter score) of 76 places OpenEd in the top .1% of technology companies. Our values aren't just words; they are non-negotiable principles that guide every decision:

• Customer First – Obsessed with delivering value; we fight tirelessly for our learners and families.

• Hard Choices, Easy Life – Face challenges directly, swiftly, and transparently.

• I Did > We Should – Action over theory; bring experiments, not just opinions.

• Learn Out Loud – Share your growth openly; feedback is a gift, ego is the enemy.

• Prioritize Ruthlessly – Excellence in the few critical areas over mediocrity everywhere.

• Fast AND World Class – Speed doesn’t compromise quality.

• Strong Opinions, Weakly Held – Advocate passionately, adjust readily.

• Make Others Famous – Elevate your colleagues, partners, and community.

We're currently accepting applications from those living in: AR, AZ, CO, FL, GA, ID, IN, IL, IO, KS, MA, MD, MN, MO, MT, NC, NM, NV, NY, OH, OK, OR, RI, SC, TN, TX, UT, VA, WA, WI, WV.

Purpose of the Role

The Processing Specialist is responsible for reviewing and processing student schedules, enrollment packets, Requests for Reimbursement and Direct Orders from parents. This role ensures a consistent and efficient process for reviewing, processing, and approving reimbursement claims in compliance with company policies. The specialist will also maintain professional, friendly, and timely communication with parents as necessary.

Essential Functions

• Schedule Processing: Process student schedules within a 14-day turnaround, cross-referencing vendor information, reimbursement sheets, documents, internal communication channels, and external websites.

• Reimbursement Processing: Review and process reimbursement claims within a 14-day turnaround, ensuring compliance with company policies. Cross-reference claims with relevant documents, communication channels, and external websites.

• Compliance: Ensure all reimbursement claims align with company policies and guidelines.

• Order Verification: Verify the receipt of orders and address discrepancies with invoices.

• Enrollment Packet Review: Organize and review incoming student enrollment packets to ensure all required documentation is included and in proper order.

• Data Entry: Accurately enter student records into the system and maintain up-to-date enrollment information.

• Procurement Support: Process Direct Orders for necessary supplies and materials to support the procurement process.

• Parent/Guardian Communication: Respond to parent and guardian inquiries in a professional, courteous, and timely manner.

• Effective Communication: Collaborate with colleagues to provide reliable and clear information to families.

• Team Meetings: Attend team meetings as required and contribute to discussions.

• Lead by Example: Foster a supportive environment that aligns with OpenEd’s values, demonstrating professionalism and integrity.

• Compliance Adherence: Adhere to all relevant federal, state, and local regulations, as well as OpenEd’s policies and procedures.

• Other Duties: Perform additional tasks as assigned by management.

General Knowledge & Skills

Basic Skills:

• Active Learning: Complete required OpenEd training and stay updated on relevant skills.

• Active Listening: Give full attention to speakers, take time to understand points being made, and ask questions when appropriate.

• Critical Thinking: Use logic and reasoning to evaluate different solutions, conclusions, or approaches to problems.

• Clerical Skills: Knowledge of administrative and office procedures, including word processing, file management, and record keeping.

• Reading Comprehension: Understand written material in work-related documents.

• Speaking: Convey information effectively both in person and through phone/video conferencing.

• Writing/Communication: Communicate clearly and professionally in writing, adhering to proper grammar and tone.

• Public Safety & Security: Knowledge of security policies and procedures to ensure the protection of minors, data, and property.

• Time Management: Manage personal time effectively, tracking hours using the designated time and attendance program.

Social Skills:

• Coordination: Work effectively with individuals and teams at all levels, both independently and collaboratively.

• Instructing: Provide training and assistance to team members where applicable.

• Negotiation: Resolve interpersonal conflicts productively to reach mutual agreements.

• Service Orientation: Actively seek opportunities to assist OpenEd and serve students effectively.

• Relationship Management & Networking: Develop professional contacts and clearly communicate value propositions to others.

Qualifications

• Strong verbal and written communication skills with an ability to engage professionally with others.

• Ability to handle confidential information with discretion.

• Extremely detail-oriented, organized, personable, and patient, with excellent interpersonal skills.

• Confidence in learning and utilizing various online tools, systems, and programs.

• Self-motivated and able to work independently with minimal supervision.

• Availability to work during traditional business hours in the Mountain Time Zone.

• Proficiency with Google Suite (Gmail, Calendar, Docs, Sheets, etc.).

• Access to a smartphone, high-speed internet, computer, webcam, and headset.

• Associate’s Degree or equivalent from an accredited institution, or relevant experience.

• Proven administrative or clerical experience, especially in data entry and record keeping.

• Must be eligible to work in the U.S.

Reporting Line

This position reports to the Processing Support Team Lead

Work Context

• Body Positioning: Ability to sit and perform repetitive tasks at a desk throughout the day.

• Vision: Must be able to effectively use a computer screen and interpret written/printed materials.

• Reaching & Handling: Regular use of hands for data entry and document management.

• Conflictual Contact: Ability to handle challenging interactions with parents or colleagues in a calm and professional manner.

• Environmental Conditions: Ability to focus in a potentially noisy environment.

• Pace and Scheduling: Ability to thrive in a fast-paced environment, managing multiple tasks accurately and swiftly.

EEO Statement

OpenEd is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

OpenEd participates in E-Verify.