Accounts Receivable & Billing Services Assistant

Overview

The Accounts Receivable & Billing Services Assistant is responsible for supporting the YMCA of Superior California’s financial health by managing accounts receivable, specifically focusing on failed payment authorizations and other issues that arise with membership dues and third party payment processing. This individual will take proactive steps to prevent and resolve outstanding balances, providing clear, empathetic communication with members while working cross-functionally with other departments, including Membership Services, Aquatics, Sports and Health & Wellness. The ideal candidate will exercise sound judgment, demonstrate patience, and handle sensitive financial matters with professionalism and care. This role is key to preventing and reducing financial loss and ensuring members are supported in their membership experience.

Responsibilities

 ACCOUNTS RECEIVABLE (AR) MANAGEMENT

• Monitor Accounts: Regularly review member accounts to identify failed payment authorizations, outstanding balances, and other payment issues.
• Follow-Up: Proactively contact members through phone, email, and mail to resolve issues related to overdue payments and ensure timely resolution.
• Record Maintenance: Maintain accurate, up-to-date records of communications, payment histories, and payment arrangements.
• Reconciliation Support: Assist in reconciling member accounts and assisting the finance team with processing adjustments and payment plans.
• Reporting: Collaborate with the finance team to monitor accounts receivable aging reports and track collection progress.
• Check Processing / Deposits: Process physical checks at YMCA of Superior California Association office and make branch deposits on a weekly basis.

MEMBER SERVICES SUPPORT:

• Serve as Point of Contact: Address member inquiries or concerns related to billing, payment failures, and account discrepancies.
• Provide Payment Solutions: Assist members in navigating payment options and making payments via online platforms, or in person.
• Empathy and Communication: Handle potentially difficult conversations with members regarding overdue balances while providing clear, empathetic guidance.
• Issue Resolution: Work with Membership Services to resolve billing-related disputes and ensure that member concerns are addressed in a timely and professional manner.

CROSS FUNCTIONAL COLLABORATION:

• Departmental Communication: Work closely with other departments (Membership Services, Aquatics, Sports & Health & Wellness) to ensure that billing and membership records are accurately maintained.
• Collaborate on Member Experience: Provide support to other departments in understanding and resolving payment-related issues that may affect the participants experience.
• Administrative Support: Assist in administrative duties related to membership and program registration, ensuring accurate billing for all YMCA services.

OPERATIONAL PROTOCOL & PROCESS IMPROVEMENT:

• Daily & Weekly Protocols: Support the development and implementation of effective protocols for managing accounts receivable, reducing revenue loss, and improving collections.
• Process Improvement: Identify opportunities for improving billing procedures, collection efforts, and member communication strategies to streamline operations and enhance overall efficiency.
• Trend Analysis: Assist in the analysis of trends in membership payment issues and provide recommendations for process improvements.

YMCA COMPETENCIES (Team):

• Reinforces the Y’s values within the organization and the community.
• Integrates multiple thinking processes to make decisions.
• Institutes sound accounting procedures and financial controls.
• Fosters a learning environment embracing diverse abilities and approaches.
• Anticipates challenges that can sidetrack or derail growth and personal learning.

OTHER DUTIES:

• Perform additional administrative and operational tasks as required to support broader YMCA operations.
• Participate in staff meetings, training, and professional development opportunities to maintain skills and knowledge of industry best practices.

Qualifications

Experience

• Minimum of 1-2 years of experience in accounts receivable, billing, or customer service roles, preferably within a nonprofit or membership-based organization.
• Experience managing sensitive billing conversations with a high level of professionalism and empathy.
• Familiarity with financial management or billing software such as Daxko, QuickBooks, MemberClicks, or similar tools is a plus.

Skills

• Communication: Strong verbal and written communication skills, with an ability to explain complex billing and payment processes clearly to members.
• Empathy: Ability to engage with members in a compassionate, patient, and effective manner, particularly when resolving payment-related issues.
• Organization: Strong organizational skills with the ability to manage multiple tasks and deadlines efficiently.
• Problem-Solving: Proactive in identifying issues and providing timely, creative solutions for members and the organization.
• Technical Proficiency: Proficiency in Microsoft Office Suite (Excel, Word, Outlook), and ability to quickly learn and adapt to new software systems.

Education

• High school diploma or equivalent required; Associate’s degree in business, finance, or a related field preferred.

Other Requirements

• Ability to work collaboratively in a team environment, and across departments, to achieve organizational goals.
• Flexibility to work across multiple branch locations in the Sacramento area as needed.
• Commitment to YMCA’s mission and values.

Benefits

• Competitive compensation
• Comprehensive health benefits - Medical, Dental, Vision for full-time employees - 60% YMCA covered medical benefits for full-time employees and their families
• Retirement benefits – 10% employer contribution after completion of eligibility requirements
• Employee Assistance Program for all employees that is available to help employees overcome emotional, family, or other personal problems; offers guidance on financial and legal issues; improves health and wellness, and much more. 
• CPR/First Aid Certification provided by YMCA
• Use of YMCA of Superior California Fitness facilities, camps, and rental facilities
• Paid time off benefits for part-time and full-time employees upon completion of eligibility requirements
• Training and staff development for all employees

Posted Salary Range

Salary : $18 - $26