Position Summary The Family Enrollment & Billing Specialist oversees all parent onboarding, Brightwheel account setup, billing profiles, tuition invoicing, and payment tracking for hundreds of families across multiple Robots & Mentors program sites. This role ensures smooth communication with parents, accurate billing, and real-time revenue reporting.
The Specialist is the front-line support for families and plays a critical role in financial operations, CCIS subsidy alignment, and keeping all accounts current.
Key Responsibilities Family Onboarding
Manage all new family intake steps from acceptance to full enrollment.
Create and activate Brightwheel family accounts.
Guide parents through app setup, student profiles, and attendance procedures.
Ensure all required forms are collected (emergency contacts, health records, etc.).
Billing & Tuition Management
Set up billing profiles for all new families in Brightwheel.
Generate weekly/monthly invoices based on program schedules.
Track, record, and reconcile payments for 200–300 families.
Manage auto-pay enrollment, declined payments, and failed transactions.
Handle payment plans, credits, adjustments, and refunds.
Process and track CCIS subsidy attendance and reimbursement reporting.
Parent Communication
Respond to parent billing questions with speed and professionalism.
Send reminders for overdue accounts.
Provide onboarding support for families unfamiliar with digital billing tools.
Maintain high-quality customer service and quick response times.
Revenue Reporting
Maintain a master payment tracker for all families.
Provide weekly revenue reports to leadership on:
Total collected
Outstanding balances
Subsidy reimbursement status
Expiring subsidy paperwork
Collection concerns
Identify trends, risks, and families needing follow-up.
Systems & Documentation
Maintain clean, accurate digital records for all billing and enrollment interactions.
Update SOPs for billing, onboarding, and communication workflows.
Maintain the Brightwheel billing system with 100% accuracy.
Qualifications
1–3 years of experience in enrollment, billing, family-services administration, or school operations.
High School or Equivalent required
Strong technical skills with billing platforms (Brightwheel, Procare, or similar).
Excellent communication and customer service skills.
Extremely organized, able to manage large volumes of families/data.
Experience with childcare subsidy systems (CCIS/ELRC) is a plus.
Numbers & Facts
Location
Philadelphia, PA
Job Type
Full-time
Salary
$200–$300
Skills
Billingunmatched
Billing Recordsunmatched
Childcareunmatched
Communication Skillsunmatched
Customer Support/Serviceunmatched
Financial Operationsunmatched
High School Diplomaunmatched
Leadershipunmatched
Mentoringunmatched
Onboardingunmatched
Organizational Skillsunmatched
Past Due Accountsunmatched
Quality Managementunmatched
Reconciliationunmatched
Reimbursementunmatched
Revenue/Sales Reportingunmatched
Risk Analysisunmatched
School Attendanceunmatched
Software Administrationunmatched
Standard Operating Procedures (SOP)unmatched
Training/Teachingunmatched
Trend Analysisunmatched
Tuition Feesunmatched
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