Family Enrollment & Billing Specialist

Job Description

Job DescriptionPosition 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.