Collections Coordinator

Description:

Position Summary

The Collections Manager is responsible for overseeing and executing collection efforts related to membership fees from families, donor pledges, CCAP (Child Care Assistance Program) payments, and supporting the collection of grant reimbursements. This role ensures timely and accurate receivables collection while also building positive, trusting relationships with families, donors, funding partners, and state agencies. The Collections Manager serves as a key member of the Finance Team and plays an essential role in supporting the organization’s financial sustainability while upholding the mission and values of the Boys & Girls Clubs of North Central Illinois.

Key Responsibilities

• Manage the full collections process for membership fees, donor pledges, and CCAP payments.
• Process CCAP certificates, track attendance claims, and follow up with CCR&R (Child Care Resource & Referral) to ensure reimbursement.
• Support the Finance and Grants & Compliance Teams with grant reimbursement submissions and follow up with grantors on outstanding payments.
• Monitor accounts receivable, identify past due balances, and follow up with families, donors, grantors, and state agencies to secure timely payments.
• Communicate with families regarding payment plans, outstanding balances, and available financial assistance programs.
• Collaborate with the Development Team to ensure donor pledge commitments are collected according to terms.
• Maintain accurate and up-to-date records of all communications and collection activities within appropriate systems (QuickBooks, Salesforce/MyClubHub, Bill.com, etc.).
• Provide regular reports on collections status, outstanding balances, and potential risks to the Director of Accounting.
• Recommend process improvements and policies to enhance collections efficiency and reduce delinquency.
• Ensure all collections are handled with professionalism, cultural sensitivity, and respect for the mission of the Boys & Girls Clubs.

Requirements:

Qualifications

• Associate's degree in Accounting, Finance, Business Administration, or related field preferred; equivalent experience considered.
• 3+ years of experience in accounts receivable, collections, or related financial role.
• Bilingual in English and Spanish required.
• Strong communication and interpersonal skills, with the ability to engage professionally with families, donors, grantors, and state partners.
• Excellent organizational skills and attention to detail.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and financial/accounting software (QuickBooks, Salesforce, Bill.com preferred).
• Experience with CCAP and/or child care subsidy programs strongly preferred.
• Ability to handle sensitive financial information with discretion and confidentiality.
• Commitment to the mission and values of the Boys & Girls Clubs of North Central Illinois.

Working Conditions

• Part-time (30 hours per week), primarily office-based with some flexibility for remote work as approved.
• This position requires regular communication with families, both verbally (phone calls, in-person conversations) and in writing (emails, letters). Strong communication skills in both English and Spanish are essential.