Business Office Representative

YMCA • Remote • 5d ago

Business Office Representative

The Lake Buena Vista Learning Center is seeking a Business Office Representative whom is precise and timely in billing/financial records.

Job Description

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.

Qualifications

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

Essential Functions

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 Center's 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.

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