Third Party Billing Administrator

At the Y, strengthening community is our cause. The Third Party Billing Administrative Assistant plays a key role in supporting youth and families participating in the Children’s Long-Term Support (CLTS) program, primarily through Brown County, by ensuring a smooth experience from account setup through invoicing. This team member will deliver an exceptional level of service by:

SUPPORTING families and case workers through accurate registration, invoicing, and communication.

WELCOMING new participants by learning their needs and recommending the best YMCA programs or memberships.

CONNECTING families to the Y’s opportunities that promote healthy spirit, mind, and body.

Shifts to be filled:
Flexible scheduling; approximately 10–15 hours per week. Work hours may vary week to week but must align with monthly reporting and invoicing deadlines.

Serve as the primary point of contact between the YMCA and Brown County caseworkers, CLTS clients, and families.

Support member account creation, program registration, and monthly invoicing for CLTS-funded participants.

Learn and maintain a thorough understanding of all YMCA membership types and program offerings to guide families toward the best fit.

Accurately track participation, maintain reporting logs, and ensure billing accuracy for each CLTS participant.

Respond to inquiries from families and caseworkers in a timely, professional, and compassionate manner.

Collaborate with YMCA staff to align program offerings with client needs.

Support other administrative tasks and projects as assigned.

Maintain confidentiality in all communication and documentation.

Represent the Y’s mission, values, and commitment to community with professionalism and positivity.

Prior experience in administrative support, customer service, or human services preferred.

Strong attention to detail and time management skills, with the ability to meet recurring deadlines.

Comfortable with data entry and learning membership/program software systems (e.g., Daxko—training provided).

Excellent written and verbal communication skills.

Self-motivated with the ability to work independently.

Ability to build relationships and communicate with empathy and clarity.

Familiarity with the CLTS program and county caseworker systems is a plus.

Must complete required YMCA training, including child abuse prevention and Listen First, within the first 90 days of employment.

CPR/First Aid certification required within the first six months (training provided).

Building Relationships: Establish and maintain collaborative, inclusive relationships with members, families, and community partners.

Critical Thinking & Decision Making: Prioritize tasks and make sound judgments while managing multiple administrative responsibilities.

Communication & Influence: Listen carefully, express ideas clearly, and build trust with internal and external stakeholders.

Advancing Our Mission & Cause: Live the Y’s core values of Caring, Honesty, Respect, and Responsibility in all interactions and decisions.

Philanthropy: Support and promote YMCA fundraising and community initiatives.

Emotional Maturity: Demonstrate sound judgment, self-regulation, and composure in interactions with families and staff.

Developing Self & Others: Participate in required meetings, trainings, and opportunities for professional growth.

Safety: Adhere to confidentiality and all safety protocols and policies, reporting concerns or incidents appropriately.

Physical Requirements:
This position requires extended periods of sitting and computer work. Must be able to move about the facility to assist with registration or printing materials and occasionally lift up to 15 pounds.