Billing Coordinator

Red Caboose Child Care Center•Madison, WI

2d•Onsite

About The Position

Red Caboose Child Care Center is seeking a Billing Coordinator to manage billing and accounts receivable while building supportive, trusting relationships with families. The role combines financial and organizational skills with empathy, clear communication, and a commitment to helping families understand and manage their financial responsibilities. The position supports the financial sustainability of the nonprofit and the experiences of families using its child care and school-age programs.

Requirements

Strong relationship-building and communication skills.
Empathy and confidence when discussing financial responsibilities.
Attention to detail and ability to maintain accurate records and identify discrepancies.
Ability to understand how enrollment, billing, accounting, and operations connect.
Creativity and collaboration in finding solutions and working with families and colleagues.
Organization, dependability, curiosity, deadline management, and follow-through.
Ability to maintain confidentiality.

Nice To Haves

Experience in billing, accounts receivable, bookkeeping, or financial administration.
Proficiency with Microsoft Excel, Outlook, and office technology.
Experience with billing software; ProCare is a plus.
Nonprofit, child care, or financial assistance program experience.

Responsibilities

Build positive, trusting relationships with families through respectful, approachable, and proactive communication.
Help families understand tuition responsibilities, payment options, and account management.
Help families access financial assistance, understand subsidies, and identify solutions to financial challenges.
Handle difficult financial conversations with compassion and confidence while supporting timely tuition payments.
Find practical solutions within organizational policies and procedures.
Manage tuition billing, invoicing, and payment processing across child care and school-age programs.
Maintain accurate records of charges, payments, credits, adjustments, and subsidies.
Monitor accounts receivable, identify outstanding balances, and communicate proactively with families.
Research and resolve discrepancies with the Enrollment Coordinator and Executive Director.
Track Wisconsin Shares, City of Madison tuition assistance, and other funding sources.
Maintain accurate, confidential, and organized financial records.
Prepare billing reports, accounts receivable summaries, and supporting financial documentation.
Coordinate reconciliation and reporting with the Executive Director and accountant.
Keep enrollment, scheduling, and billing information aligned.
Improve billing processes, accuracy, and written procedures.
Follow through on unresolved issues and communicate concerns requiring additional support.