Temporary Level III Explorers Childcare Billing and Enrollment Office Assistant at MCEC,Job Excelsior Minnesota USA

Position: Temporary Level III Explorers Childcare Billing and Enrollment Office Assistant at MCEC, 22 weekly hours through
Location: Excelsior

Assignment

22 weekly hours for approximately 18 weeks
Thursdays and Fridays, 6 hours per day
Additional 10 hours per week can be on a flexible schedule during the week

Wages And Benefits

Minimum hourly rate: $25.41
Not benefit eligible.

Job Responsibilities

Billing & Invoicing
- Process childcare account transactions including charges, refunds, adjustments, and fees, while managing monthly billing, deposits, and accounts receivable follow-up on unpaid balances.
- Monitor and support accounts with past due balances, working with families to facilitate timely payment and maintain positive relationships.
- Administer county childcare assistance billing and support families in understanding and accessing financial support options such as scholarships and subsidies.
- Reconcile financial data for annual program audits and ensure compliance with internal accounting controls, maintaining strict confidentiality and data security.
Data Management
- Manage comprehensive data for 1,500+ Explorers childcare students, including schedules, enrollment periods (school year, non-school days, summer), and detailed family, emergency, health, custody, contract, and billing information.
- Oversee seasonal setup and maintenance of the registration system, ensuring accuracy and accessibility for families and staff.
- Track enrollment trends and generate reports for site supervisors and program leadership to support planning and decision-making.
Customer Service
- Create a welcoming, supportive environment by providing clear information on program options and policies, helping families select the best fit for their children, and guiding them through the enrollment process.
- Deliver responsive customer support by answering questions, addressing concerns, and resolving issues related to fees, invoices, scheduling, contracts, and individual family needs while clearly communicating policies and procedures.
Other Duties & Special Projects
- Assist with projects as directed by the Explorers leadership team and provide on-site program support during high-need times.
- Contribute to successful community engagement by supporting key MCE events, including the Youth Triathlon and Tour de Tonka, and maintaining availability on designated workdays.
- Manage operational access systems by maintaining the key card system, including activating and deactivating cards for Explorers families and staff.
- Assist with clerical functions related to staff hiring, including organizing materials, maintaining records, and supporting onboarding processes.
Performs other duties of a similar nature or level.

Job Qualifications

Minimum of 3 years clerical experience
Experience working with billing and accounting
Strong computer proficiency in Microsoft Office and Google Workspace; experience with databases/registration systems and ability to learn new tools quickly
Ability to type and process documents accurately at a minimum of 50 wpm
Highly organized with the ability to manage multiple priorities, meet deadlines, and maintain accurate records
Demonstrated ability to work both independently and collaboratively in fast-paced environments with changing priorities and frequent interruptions
Strong communication, interpersonal, and customer service skills, including a professional, positive, and responsive approach with diverse audiences
Proven problem-solving skills, sound judgment, and ability to anticipate and respond to varying situations
High level of professionalism, reliability, and attention to detail, with the ability to follow direction and contribute to team success
Demonstrated commitment to confidentiality, data privacy, and respectful handling of sensitive information; knowledge of Community Education programs and district operations preferred