Family Enrollment & Billing Specialist
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Overview
Schedule
Full-time
Career level
Senior-level
Remote
On-site
Compensation
$21-$22/hour
Benefits
Career Development
Job Description
Benefits:
- Competitive salary
- Opportunity for advancement
- Training & development
Position SummaryThe 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 ResponsibilitiesFamily 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.
Compensation: $21.00 - $22.00 per hour
Automate your job search with Sonara.
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FAQs About Family Enrollment & Billing Specialist Jobs at Ambassador Academy Robots & Mentors
What is the work location for this position at Ambassador Academy Robots & Mentors?
This job at Ambassador Academy Robots & Mentors is located in Philadelphia, Pennsylvania, according to the details provided by the employer. Some roles may also include multiple work locations depending on the requirement.
What pay range can candidates expect for this role at Ambassador Academy Robots & Mentors?
Candidates can expect a pay range of $21–$22 per hour for this role.
What employment applies to this position at Ambassador Academy Robots & Mentors?
Ambassador Academy Robots & Mentors lists this role as a Full-time position.
What experience level is required for this role at Ambassador Academy Robots & Mentors?
Ambassador Academy Robots & Mentors is looking for a candidate with "Senior-level" experience level.
What benefits are offered by Ambassador Academy Robots & Mentors for this role?
Ambassador Academy Robots & Mentors offers Career Development for this position. Actual benefits may vary depending on the employer's policies and employment terms.
What is the process to apply for this position at Ambassador Academy Robots & Mentors?
You can apply for this role at Ambassador Academy Robots & Mentors either through Sonara's automated application system, which helps you submit applications 10X faster with minimal effort, or by applying manually using the direct link on the job page.