Billing Specialist

The Billing Specialist provides billing and collections support within a specified multi-location region in order to effectively and efficiently conduct the business of the YMCA. Works collaboratively with program directors, other Business Office staff, and Metro Finance in facilitating the timely billing and collection of all program and resident accounts. Serves as liaison between Business Office and membership desk/program staff to communicate Association changes in procedures as related to membership, program and Housing Financial policies.

The ideal candidate will have two years of experience in billing grant funds (CCAP) and customers for childcare services rendered, including calculating what is owed by the grant and customers. Strong mathematical skills are required, as is attention to detail. The ability to organize and sift through manual documentation to determine the proper amount owed by multiple customers is critical to success in this position. The candidate will be responsible not only for calculating the correct billing amount but also for entering this data into our membership billing system, Traction Rec.

Additionally, the candidate will be responsible for billing food served to our childcare participants with the State of Illinois (ISBE Food). This involves manual documentation and using an Excel spreadsheet to maintain billing records. The ideal candidate will be proficient in math and have advanced Excel skills. They should have a strong background and confidence in learning a new system. The candidate should possess strong work ethics and demonstrate deadline-oriented behavior with a commitment to accuracy.

The salary range for this position is $42,000-$48,000 a year, based on experience.

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  We offer salaries that reflect your skills, experience, and the value you bring to our team.
  
  
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  Comprehensive health, dental, and vision insurance plans for eligible employees, along with access to wellness programs, mental health resources, and a family gym membership.
  
  
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  Generous paid time off (PTO), including paid holidays. We also offer flexible work hours to help you balance your personal and professional life.
  
  
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  403(b) plan with company contributions for eligible employees after 2 years of service to help you plan for your future.
  
  
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  Opportunities for continuous learning through workshops and training programs.
  
  
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  A supportive work environment that values diversity, equity, and inclusion. We are committed to creating a workplace where everyone feels welcome and respected.
  
  
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  Discounts on programs, employee assistance programs, and company-sponsored events.
  
  

Scope of Responsibilities

The Billing Specialist plays a critical role in managing billing operations for Urban Sites Early Learning programs and beyond. You will:

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  Make billing adjustments in Traction Rec for all Urban Early Learning sites

  
  
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  Process CCAP billing certificates and submit them to the State of Illinois

  
  
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  Calculate and enter ISBE Food Program billing into the Illinois Win system

  
  
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  Prepare journal entries related to billing and revenue accruals

  
  
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  Maintain and organize manual and digital documentation for audit readiness

  
  
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  Assist with internal and external audits and support audit prep

  
  
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  Comply with month-end close procedures

  
  
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  Support all camp, childcare, and other program billing systems and processes

  
  
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  Review accounts receivable reports with the Business Accountant to resolve billing errors, cancellations, or corrections

  
  
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  Collaborate with program and finance staff to ensure accurate billing and collections

  
  
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  Facilitate smooth registration and enrollment processes across programs

  
  
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  Identify opportunities to streamline billing procedures and improve service delivery

  
  
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  Maximize use of digital tools like credit card/bank drafts and online registration to enhance revenue collection

  
  
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  Oversee fee collection systems and support staff to ensure timely payments

  
  
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  Accurately report AFC/DHS funding and ensure maximum capture of funds

  
  
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  Monitor and manage financial reporting related to program and resident billing

  
  
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  Deliver exceptional customer service across multiple departments

  
  
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  Tackle other billing-related tasks as assigned

  
  

Minimum & Preferred Qualifications

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  HS Diploma with an Associate's degree in Accounting, Finance, Business Administration, or a related field preferred

  
  
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  2+ years of billing and collections experience, preferably in childcare or grant-funded programs

  
  
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  Strong mathematical skills, including addition, subtraction, multiplication, division, fractions, and statistical reasoning

  
  
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  Advanced Excel skills (formulas, pivot tables, data analysis) and comfort with query/reporting tools

  
  
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  Basic understanding of accounting principles and the willingness to expand that knowledge

  
  
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  Advanced computer proficiency and the ability to quickly learn new systems (Traction Rec, ISBE Win, etc.)

  
  
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  Impeccable attention to detail with the ability to maintain accurate and organized records

  
  
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  Excellent customer service skills, with a professional demeanor and collaborative approach

  
  
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  Ability to work effectively with diverse groups while maintaining confidentiality

  
  
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  Ability to meet the physical qualifications of the role, with reasonable accommodations provided if needed

  
  

Child Abuse Prevention - Supports the YMCA's commitment to child abuse prevention by:

• Reporting any items that may provide a health or safety hazard to staff, members or guests to your supervisor.
• Following all policies and procedures related to keeping children safe in our facilities and programs, including those related to the monitoring and supervision of children.
• Reporting any suspicious behavior and violation of policy and procedures to your supervisor.
• Completing all child abuse prevention training as required.