Fee Collector/Data Entry

Job Description

Job Description

JOB TITLE : Fees Collector / Data Entry

DEPARTMENT : Finance

REPORTS TO : Finance Director

FLSA STATUS : Non-Exempt

GRADE/SALARY RANGE : Grade 6

REVISION DATE: 08/27/2026

JOB SUMMARY

Perform a variety of financial and administrative support functions within the Finance Department, including fee collection, data entry, financial transactions, recordkeeping, billing, reconciliation, reporting, and customer service. Ensure the accurate and timely processing, recording, and maintenance of financial and related information in accordance with agency policies and procedures.

ESSENTIAL FUNCTIONS

DAYCARE FEE COLLECTION RESPONSIBILITIES

1. Collect and process daycare and family fee payments in accordance with established agency policies and procedures.
2. Maintain accurate individual family accounts, including charges, payments, adjustments, credits, and outstanding balances.
3. Prepare and distribute family fee statements, invoices, receipts, and other payment-related documentation.
4. Enter and accurately record all daycare fee payments and related financial transactions into the appropriate accounting or fee-management system.
5. Reconcile daily and monthly fee collections to receipts, system reports, bank deposits, and other applicable financial records.
6. Monitor outstanding family fee balances and maintain accurate aging reports for past-due accounts.
7. Communicate with families regarding account balances, payment due dates, payment arrangements, and outstanding fees.
8. Process approved payment plans and monitor payments to ensure agreed-upon amounts are received timely.
9. Identify discrepancies in family accounts and research and resolve routine billing and payment issues.
10. Coordinate with Early Learning staff, Care 4 Kids personnel, and Finance staff regarding enrollment information, family fees, eligibility, billing changes, and account adjustments.
11. Process changes to family accounts resulting from enrollment changes, Care 4 Kids authorizations, fee assessments, or other approved adjustments.
12. Prepare reports of fee collections, outstanding balances, and account activity for the Finance Director and other authorized personnel.
13. Follow established internal controls for the receipt, handling, recording, safeguarding, and deposit of cash, checks, electronic payments, and other forms of payment.
14. Maintain complete and accurate supporting documentation for all fee transactions and account adjustments.
15. Maintain confidentiality of family, financial, and program information.
16. Assist with collection efforts for delinquent accounts in accordance with agency policies and procedures and refer unresolved or significant accounts to the Finance Director.
17. Perform other duties related to daycare fee collection, financial transactions, and special projects as assigned.

EDUCATION, EXPERIENCE, AND SKILLS REQUIRED

• Associate Degree in Business Administration, Accounting, Finance, or a related field plus one (1) year of clerical, financial, or customer service experience; OR  
• High School Diploma or equivalent plus four (4) years of clerical, financial, customer service, or related experience. 

AND

• Minimum of one (1) year of experience in customer service, fee collection, accounts receivable, billing, payment processing, or a related area. 
• Knowledge of standard computer applications, including Microsoft Word, Excel, and QuickBooks. 
• Knowledge of basic accounting principles, financial transactions, billing, collections, and recordkeeping. 
• Knowledge of general office practices, filing systems, and record-retention procedures. 
• Ability to perform basic mathematical calculations and accurately process financial transactions. 
• Ability to maintain accurate family fee accounts, including charges, payments, adjustments, credits, and outstanding balances. 
• Ability to reconcile payment records, reports, receipts, and other financial information and identify discrepancies. 
• Ability to communicate effectively with families regarding fees, payments, account balances, and payment arrangements. 
• Ability to interpret, apply, and explain agency policies, procedures, and fee-related requirements. 
• Strong attention to detail and ability to maintain accurate and confidential financial and client records. 
• Excellent verbal and written communication and customer service skills. 
• Ability to prioritize work, manage multiple responsibilities, and consistently meet schedules and deadlines. 
• Ability to operate standard office equipment and computer systems. 
• Ability to work effectively with Finance and Early Learning staff. 
• Valid Connecticut Driver’s License with a good driving record, if required for agency-related duties. 

PHYSICAL REQUIREMENTS

HOURS/DAY

0-1

1-2

2-4

4-7

Standing

X

Sitting

X

Reaching

X

Driving

X

Walking

X

Twisting

X

Squatting

X

Lifting

X

Bending

X

Gripping

X

Keyboard Use

X