Position Summary

The Collections & Grant Receivables Coordinator supports the Finance & Administration department by maintaining accurate CCAP, accounts receivable, donor pledge, and grant reimbursement records. This position tracks documentation, submissions, payments, and outstanding items; follows up with agencies and internal teams; conducts collection outreach; and assists with general administrative and accounts payable support. The role is well-suited for an individual beginning their career in finance or administration who is eager to learn, detail-oriented, and comfortable working across multiple functions.

Key Responsibilities

CCAP Administration and Reimbursement Tracking — Primary Responsibility

• Process and track CCAP certificates, attendance records, claims, submissions, corrections, expected reimbursements, and payments received.
• Review documentation for completeness and accuracy; identify missing information, discrepancies, processing delays, and potential reimbursement issues.
• Follow up with Child Care Resource & Referral (CCR&R) agencies regarding missing documentation, claim issues, and outstanding payments.
• Assist with reconciling CCAP tracking records to payments received and accounting system records; escalate unusual issues as needed.

Accounts Receivable Support and Collections

•  Review accounts receivable reports, identify outstanding balances or discrepancies, and update tracking records and accounting systems as appropriate.
• Conduct follow-up calls, send collection emails, and prepare collection letters for outstanding membership fees and donor pledges, using a professional and courteous approach consistent with organizational values.
• Coordinate with Enrollment, Development, Grants & Compliance, and Finance staff to resolve routine payment or documentation questions.
•  Refer family payment inquiries to the Enrollment Team and escalate unresolved accounting issues to the Principal Director of Collections & Grant Receivables.

Donor Pledge Tracking

•  Maintain records of donor pledges, payment commitments, payment activity, and outstanding balances.
•  Track pledge payments requiring follow-up and coordinate with the Advancement/Development Team regarding discrepancies or outstanding commitments.
• Grant Reimbursement Support
• Assist with organizing grant reimbursement documentation and maintaining electronic files.
•  Update tracking records with submission dates, expected payments, outstanding reimbursements, and requests for additional information.
• Follow up with grantors regarding outstanding payments using established procedures and route questions to the appropriate staff member.

Financial Recordkeeping, Data, and Reporting

• Enter and update financial information in QuickBooks Online and related tracking systems.
• Maintain organized electronic records and tracking logs across all assigned areas, including CCAP, receivables, donor pledges, and grant reimbursements.
•  Identify patterns or trends in receivables, reimbursements, or claim data and summarize findings for supervisory review.
• Prepare routine reports on assigned receivables and reimbursement activity for supervisory review.

Accounts Payable Support and General Administrative Assistance

• Shadow accounts payable processes and provide limited support as assigned, gaining exposure to the full Finance & Administration workflow.
• Provide general administrative support to the Finance & Administration department as needed, including filing, document preparation, internal correspondence, and other duties as assigned.
• Assist with organizing departmental records and maintaining accurate filing systems in support of department operations.

Qualifications

• High school diploma or equivalent required.
•  Interest in accounting, data analysis, finance, or administrative support; prior accounting, collections, or customer service experience is preferred but not required.
• Intermediate proficiency with Microsoft Excel, Word, and Outlook; familiarity with QuickBooks Online or similar accounting software is a plus.
• Strong attention to detail, organizational skills, and ability to follow written instructions and established procedures.
• Professional written and verbal communication skills; ability to conduct phone follow-up and written correspondence in a professional, respectful manner.
• Ability to maintain confidentiality and handle financial, donor, and personal information responsibly.
• Willingness to ask questions, accept feedback, learn new systems, and support the mission and values of The Boys & Girls Club of North Central Illinois.
• Working Conditions
• Part-time, non-exempt position, approximately 20 hours per week.
• Primarily office-based in South Elgin, Illinois, with remote work flexibility as approved.
• Primarily sedentary work involving extended screen time, data entry, and document processing.
• Regular communication with CCR&R agencies, grantors, families, and internal staff by phone, email, and other appropriate methods.

Work Expectations and Performance Standards

Success in this position is measured by accuracy, organization, timely completion of assigned work, confidentiality, and consistent adherence to established procedures. The organization supports employee development through documented procedures, clear priorities, training, and regular supervisory communication.

Notice of AI Use in Job Application Review

As part of our commitment in creating a fair, efficient, and consistent hiring process we may use artificial intelligence (AI) to help our recruiting teams organize, summarize, and analyze information provided by candidates, including resumes, application responses, and other materials submitted during the application process.AI may be used to identify patterns, highlight relevant skills, and experience, and assist in comparing a candidate’s qualifications with the requirement of a specific role. These tools are to improve efficiency and consistency while supporting more informed hiring decisions, which will ultimately be made by the hiring team.