Billing Coordinator

We're Hiring! Billing Coordinator 

RED CABOOSE CHILD CARE CENTER  |  MADISON, WISCONSIN 

Position: Billing Coordinator   •   Employment Type: Permanent, Full-Time   •   Location: Madison, WI 

Compensation: hourly wage during probation: $23.00, post probation based on education and experience   •   Schedule: M-F 8:30am to 5:30pm 

Join Our Red Caboose Team! 

Are you someone who enjoys working with numbers just as much as working with people? Do you believe financial conversations can be opportunities to build relationships, empower families, and create positive solutions? 

Red Caboose Child Care Center is seeking a Billing Coordinator who brings strong financial and organizational skills alongside empathy, creativity, and a commitment to supporting families. We’re looking for someone who can make billing approachable, help families feel confident navigating their financial responsibilities, and build trusting relationships that support both our families and the long-term sustainability of our organization. 

At Red Caboose, we believe effective billing is built on relationships, not just transactions. 

About Red Caboose 

Founded in 1972, Red Caboose is a nonprofit organization providing high-quality, affordable early childhood education and care to Madison-area families. Our programs serve infants, preschoolers, and school-age children through year-round child care, after-school programming, and summer camp. We value inclusion, collaboration, creativity, and finding the “yes” as we support children and families. 

What You’ll Do 

Build Relationships & Support Families 

• Build trusting, positive relationships through approachable, respectful, and proactive communication. 

• Empower families to understand tuition responsibilities, navigate payment options, and manage accounts confidently. 

• Advocate for families by helping them access financial assistance, understand subsidies, and identify solutions to financial challenges. 

• Approach difficult financial conversations with compassion and confidence in a welcoming, judgment-free environment. 

• Balance compassion with accountability, supporting timely tuition payments and organizational sustainability. 

• Find practical, creative solutions within organizational policies and procedures. 

Manage Billing & Accounts Receivable 

• Manage tuition billing, invoicing, and payment processing across child care and school-age programs. 

• Maintain accurate charges, payments, credits, adjustments, and subsidy records. 

• Monitor accounts receivable, identify outstanding balances, and proactively communicate with families. 

• Research and resolve discrepancies with the Enrollment Coordinator and Executive Director. 

• Track Wisconsin Shares, City of Madison tuition assistance, and other funding sources. 

• Maintain accurate, confidential, and well-organized financial records. 

Support Financial Reporting & Systems Improvement 

• Prepare billing reports, accounts receivable summaries, and supporting financial documentation. 

• Coordinate with the Executive Director and accountant on reconciliation and reporting. 

• Ensure enrollment, scheduling, and billing information remain aligned. 

• Strengthen billing processes, improve accuracy, and develop clear, consistent procedures. 

• Follow through on unresolved issues and communicate concerns requiring additional support. 

Who We’re Looking For 

Our ideal candidate combines strong relationship-building skills, financial accuracy, and systems thinking. 

• Relationship-centered: Builds trust and helps families feel supported and respected. 

• Empathetic and confident: Discusses financial responsibilities with compassion and clarity. 

• Detail-oriented: Maintains accurate records and catches discrepancies. 

• Systems-minded: Understands how enrollment, billing, accounting, and operations connect. 

• Creative and collaborative: Finds solutions and works well with families and colleagues. 

• Organized, dependable, and curious: Meets deadlines, follows through, and learns new tools. 

Preferred Qualifications 

• Experience in billing, accounts receivable, bookkeeping, or financial administration. 

• Proficiency with Microsoft Excel, Outlook, and office technology. 

• Experience with billing software; ProCare is a plus. 

• Strong communication, confidentiality, organization, and problem-solving skills. 

• Nonprofit, child care, or financial assistance program experience is helpful but not required. 

We value transferable skills and a willingness to learn. 

Why Work at Red Caboose? 

Join a mission-driven team that values strong relationships, inclusive practices, and creative problem-solving. Your work will support both our financial sustainability and families’ experiences with Red Caboose. 

Benefits: [Insert health, dental, retirement, paid time off, and other applicable benefits.] 

How to Apply 

Please submit a resume and brief letter of interest to: Lisa Fiala, Executive Director: lisa@redcaboosechildcare.org 

Application Deadline: Open Until Filled 

Red Caboose Child Care Center is an equal opportunity employer committed to an inclusive and welcoming environment for employees, children, and families.