Billing Specialist

Billing Specialist

For over 90 years, Boys & Girls Clubs of Delaware has impacted thousands of lives across Delaware. We are the largest licensed provider of childcare in Delaware and the only statewide Boys & Girls Club in the nation. Each and everyday girls and boys are left to find their own recreation and companionship. An increasing number of kids are at home with no adult care or supervision. Young people need to know they have a place in their community where they can go. Clubs provide a safe haven for youth, allow them to meet with friends and be a part of positive peer groups. Club programs teach life skills, conflict resolution and focus on the development of character. Clubs also provide members with positive role models and a nurturing environment that help improve decision-making skills.

Job Summary

The Billing Specialist manages family billing, payments, and account follow-up for the NC South Clubs. The position maintains accurate family accounts in MyClubHub, resolves billing questions with parents and guardians, and works with Club Directors to ensure billing reflects enrollment and attendance.

Essential Functions

• Maintain accurate family billing and payment records in MyClubHub for all NC South Clubs.
• Work with Club Directors to confirm billing matches enrollment, attendance, and program changes.
• Process and record payments, balances, and account updates.
• Review account balances regularly to identify past-due accounts and discrepancies.
• Contact parents and guardians about billing, payments, past-due balances, scholarships, and membership expirations.
• Assist families with payment options and billing questions; escalate complex or disputed issues to the Area Operations Supervisor.
• Process scholarship requests and maintain scholarship documentation.
• Issue account statements monthly and as needed.
• Prepare billing, scholarship, and POC data for monthly reporting, including MSR and POC submissions, for supervisor review.
• Maintain member records required for licensing and reporting in MyClubHub.
• Make no discounts, waivers, adjustments, or payment plans without Area Operations Supervisor approval.
• Follow all organizational financial management and cash handling policies.

Qualifications and Educational Requirements

• High school diploma or equivalency.
• One (1) year of experience in billing, accounts receivable, customer accounts, or related data work preferred.
• Demonstrated proficiency in Word, Excel, and Outlook; database experience preferred; MyClubHub experience a plus.
• Strong customer service skills, including handling difficult conversations about money with tact.
• High attention to detail and accuracy.
• Must be able to pass an FBI clearance, State of Delaware Criminal History Background Check, National and State Sexual Abuse Registry check, and National and State Child Abuse Registry check per DelaCare regulations.

Environmental and Working Conditions

• Predominantly indoors; regular travel among NC South Clubs; occasional statewide travel (e.g., training).

Physical and Mental Requirements

• Maintain a high energy level.
• Frequently lift, carry or otherwise move and position objects weighing up to 25 pounds when preparing rooms for activities.
• Typically bend, stoop, walk and sometimes run while interacting with children in various activities throughout the day.
• Ability to perform duties effectively under stressful conditions; ability to make decisions quickly and accurately with tact and impartiality.
• Ability to understand and follow verbal and written instructions and communicate effectively both verbally and in writing.

Work Hours

30 hours per week, Monday-Friday. Schedule includes afternoon hours overlapping Club pickup times; exact schedule set by the Area Operations Supervisor.

FT Employee Benefits Incentives

• Medical, Vision, and Dental Insurance/Pharmacy Coverage for individual & immediate family
• Flexible Spending Accounts (FSA)
• 401(k) with Employer Match
• Paid Time Off
• Free childcare for school-aged children based upon site availability
• Life Insurance Coverage
• Short- & Long-Term Disability
• Employee Assistance Program