Family Fee and Subsidy Specialist

Alliance for Community Empowerment, Inc.

JOB DESCRIPTION

JOB TITLE: Family Fee and Subsidy Specialist DEPT: Finance 

REPORTS TO: Finance Director                                         FLSA: Non Exempt

SALARY GRADE: Grade 5 AVAILABLE SALARY: $50,000 - $55,000

Job Summary:

The Family Fee and Subsidy Coordinator is responsible for overseeing the collection of family fees and child care subsidies, ensuring accuracy, compliance, and timeliness in all financial processes. This role plays a critical part in supporting revenue collection, maintaining high-quality customer service, and ensuring compliance with Office of Early Childhood (OEC) requirements. The coordinator works closely with finance, program, and administrative teams to resolve issues, prepare reports, and ensure that families receive accurate and responsive service.

Essential Duties and Responsibilities:

• Support and monitor the collection of family fees and subsidies, ensuring timely and accurate processing.
• Collaborate with finance and program staff to identify and resolve discrepancies or issues related to billing and payments.
• Supervise and guide fee collectors to ensure efficient, accurate, and courteous service delivery.
• Develop and implement procedures to improve customer service workflows and payment collection processes.
• Track and report on collection rates and customer service performance; identify and recommend areas for improvement.
• Prepare invoices and related reports for family fees and Care 4 Kids (C4K) subsidies.
• Record and reconcile collected family fees and parent payments in the Daily Fee Allocation Report.
• Ensure children’s enrollment data is accurately recorded in the appropriate program, and that monthly invoices reflect the correct fee rate based on the Fee Calculation Sheet.
• Prepare and maintain reports related to family fees and subsidies.
• Prepare monthly Program Status Reports and related Requests for Payment.
• Ensure the timely completion and submission of mandated reports required by the Office of Early Childhood (OEC).
• Oversee the fee collection process, subsidy applications, and scholarship requests.
• Handle escalated customer inquiries or complaints with professionalism and in alignment with agency policy.
• Review and analyze financial and programmatic reports, summarizing findings for management.
• Provide training and technical assistance to staff on fee policies, subsidy programs, and customer service best practices.
• Perform all other duties as assigned.

Education Requirements:

• Associate’s degree in Business Administration, Accounting, Human Services, or a related field required.
• Bachelor’s degree preferred.
• Equivalent combination of education and relevant work experience may be considered.

Required Skills and Qualifications:

• Strong knowledge of child care subsidy programs and family fee structures (preferred).
• Proven experience in customer service and/or collections, ideally within a nonprofit or public service setting.
• Excellent interpersonal, verbal, and written communication skills.
• Proficiency in data entry and familiarity with database or billing systems.
• Strong analytical skills with the ability to interpret data and prepare clear, concise reports.
• Exceptional organizational and time management abilities, with the capacity to manage multiple priorities and meet deadlines.

             PHYSICAL REQUIREMENTS

                            HOURS/DAY

                                    0-1        1-2      2-4     4-7

Standing                      X

Sitting                                                              X

Reaching                     X

Driving                        X

Walking                       X

Twisting                      X

Squatting                     X

Lifting                         X

Bending                      X

Gripping                                               X

Keyboard Use                                                 X