Position Summary
The Boys & Girls Club of Rockford is seeking two highly organized and detail-oriented Membership & Financial Assistance Coordinators to support enrollment, family engagement, Child Care Assistance Program (CCAP) administration, and reimbursement tracking for assigned Club locations. This position serves as a primary point of contact for families and plays a key role in ensuring youth have access to high-quality after-school and summer programming.
The ideal candidate will have strong customer service, administrative, billing, and recordkeeping skills, along with the ability to manage multiple priorities in a fast-paced environment.
Essential Duties & ResponsibilitiesMembership & Enrollment
- Process membership applications and registrations for assigned Club locations.
- Assist families with enrollment and registration requirements.
- Maintain accurate member records in MyClubHub/Salesforce.
- Monitor pending registrations and follow up with families as needed.
- Communicate program information, fees, schedules, and policies to families.
Child Care Assistance Program (CCAP)
- Educate families regarding the Illinois Child Care Assistance Program (CCAP).
- Assist families with CCAP applications and required documentation.
- Review applications for completeness and accuracy.
- Follow up with families regarding missing information, pay stubs, or supporting documents.
- Submit applications and track approval status.
- Maintain accurate CCAP records and documentation.
- Communicate approvals, copays, and updates to Club Directors.
Billing & Financial Tracking
- Submit monthly attendance reports for CCAP reimbursement.
- Verify attendance records and billing information.
- Track expected reimbursement amounts and reconcile payments received.
- Investigate payment discrepancies and communicate with funding agencies.
- Enter payments into organizational databases and financial tracking systems.
- Assist with account monitoring and financial recordkeeping.
Compliance & Documentation
- Maintain confidential participant and family records.
- Organize and maintain CCAP files and supporting documentation.
- Assist with audits, inspections, and reporting requirements.
- Ensure compliance with organizational and state requirements.
Customer Service & Communication
- Serve as a primary point of contact for families regarding enrollment and financial assistance.
- Respond promptly to phone calls, emails, and parent inquiries.
- Build positive relationships with families, staff, schools, and community partners.
- Provide exceptional customer service while maintaining professionalism and confidentiality.
Qualifications
- High school diploma or equivalent required.
- Associate's Degree preferred.
- One year of administrative, customer service, childcare, nonprofit, financial assistance, accounts payable, or accounts receivable experience preferred.
- Experience with billing, payment reconciliation, and financial recordkeeping preferred.
- Strong attention to detail and organizational skills.
- Excellent verbal and written communication skills.
- Ability to manage multiple priorities and deadlines.
- Proficiency with Microsoft Office, Google Workspace, and database systems.
- Experience with Salesforce or similar CRM systems preferred.
- Ability to maintain confidentiality and professionalism when handling sensitive information.
Schedule
- Part-Time (25-29 hours per week)
- Monday-Friday
- Flexible schedule available within business hours
Reports To
Director of Operations
Why Join the Boys & Girls Club of Rockford?
The Boys & Girls Club of Rockford serves more than 3,000 youth annually through after-school, summer, academic success, and social-emotional learning programs. Our mission is to improve the quality of life for youth in our community, regardless of sex, race, or economic background.
Join a team dedicated to creating Great Futures for local youth and families.
Equal Opportunity Employer
The Boys & Girls Club of Rockford is an Equal Opportunity Employer and encourages applicants from diverse backgrounds and experiences to apply.
Pay: $20.00 - $23.00 per hour
Benefits:
Work Location: In person
