Description

Position Summary

The Business Office Representative supports the financial operations of our childcare programs by maintaining accurate financial records, processing billing, and ensuring timely and precise account updates. This role is responsible for entering and reconciling childcare charges, credits, and payments; monitoring account accuracy; and assisting families and staff with billing-related questions. The specialist ensures all transactions align with organizational policies while maintaining strict confidentiality, strong organization, and exceptional attention to detail. This position plays a vital role in supporting efficient financial workflows and delivering excellent customer service to both internal teams and families.

Our Culture

Our mission and core values are brought to life by our culture. In the Y, we strive to live our cause of strengthening communities with purpose and intentionality every day. We are welcoming: we are open to all. We are a place where you can belong and become. We are genuine: we value you and embrace your individuality. We are hopeful: we believe in you and your potential to become a catalyst in the world. We are nurturing: we support you in your journey to develop your full potential. We are determined: above all else, we are on a relentless quest to make our community stronger beginning with you. We are the Y.

Job Responsibilities

• Manage daily data entry tasks, ensuring all childcare records and billing information are accurate and up to date.
• Runs assigned reports, monthly deadlines.
• Answers and responds to questions and inquiries for invoices.
• Provide friendly, clear, and timely assistance to guardians and partners regarding billing and invoice concerns and inquiries. 
• Posts payments and reconcile billing.
• Timely escalates concerns to leadership.
• Assisting and maintaining accurate account records, including adjustments, refunds, and payment plans.
• Identify trends and reoccurring issues and recommend improvements.
• Maintains knowledge of The Learning’s centers program and other offerings to promote the product and to educate the families.
• Monitor e-mail and phone calls to ensure that communication received is effectively communicated with administrative staff. 
• Regularly assists with front desk rotation coverage as directed by leadership.
• Other duties may be assigned, as needed, by management.

Requirements

• High School Degree, or equivalent
• Minimum of 1-year experience in a receptionist or related role is strongly preferred.
• Experience in data entry
• Familiarity with Procare system is a plus
• Proficiency in English; knowledge of other languages is a plus
• Strong phone contact handling skills and active listening
• Comfortable working in MS Office, including Outlook, Word, and Excel
• Multitasking and time-management skills, with the ability to prioritize tasks

Work Environment & Physical Demands

• Must be willing to work a flexible schedule, which may include weekends and holidays as needed.
• Must be willing to work an on-call schedule rotation as required.
• Must be willing to travel within Central Florida. Must have a valid Driver license. The employee is required to have visual acuity to operate motor vehicles.
• The noise level in the work environment is usually moderate to loud. 
• The physical activities of this position include: stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, feeling, and repetitive motions. Talking is required for expressing or exchanging ideas by means of the spoken word. Hearing is required to perceive information at normal spoken word levels, with or without correction.
• Required to sit or stand for extended periods of time while demonstrating manual dexterity in order to accurately work on the phone, computer keyboard, and other equipment. 
• The employee must be able to perform light work: exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• The employee is required to have close visual acuity, along with the visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned, preparing and analyzing data and figures, transcribing, viewing a computer screen, extensive reading, or to make general observations of facilities or structures. 
• Must possess auditory and verbal capabilities in order to adequately communicate via phone and in person.
• The employee is not substantially exposed to adverse environmental conditions.

Disclaimers

• Must complete a successful employment verification and background screening, which includes a DCF Level 2 Background Check (Additional information on Level 2 Background through Clearinghouse can be found here: https://info.flclearinghouse.com/)
• All of the above duties and responsibilities are essential job functions subject to reasonable accommodation. The YMCA promotes an equal employment opportunity work place which includes reasonable accommodation of otherwise qualified disabled applicants and employees. Please see your manager should you have any questions about this policy or these job duties.
• This job description may not be all-inclusive and employees are expected to perform all other duties as assigned and directed by management. Job descriptions and duties may be modified when deemed appropriate by management.