Regional Billing Specialist

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Job Title: Regional Billing Specialist
Location: Remote. This position is open only to candidates who currently reside in Illinois, Kentucky, Tennessee, Colorado, Ohio, Minnesota, Massachusetts, Virginia, or Washington, D.C. Candidates must work in one of these locations at the time of hire and remain there during employment.

Reports To: Billing and Revenue Operations Manager
Position Type: Full-Time

Salary Range: $50,000 to $65,000 annually (based on experience and qualifications)                 

The range above reflects the good-faith compensation range the Company reasonably expects to pay for this position at the time of posting. Actual compensation will depend on experience, skills, education, geographic location, and other business-related factors.

Benefits:
The Gardner School offers full medical benefits, a 401(k), paid time off, and discounted tuition.

Application close date:
Applications will be accepted through November 6, 2026. We may close this posting earlier if we receive enough qualified applicants.”
 

Position Overview

This role supports the billing, accounts receivable, and revenue operations needs of an assigned region of The Gardner School locations. The Regional Billing Specialist is a key billing partner to Executive School Directors, families, state agencies, and internal teams, making sure accounts are accurate, billing is completed on time, and questions and concerns are resolved with a high level of customer service.

This fully remote position works closely with the Operations and Finance teams. The ideal candidate is detail-oriented, organized, and analytical, and is comfortable managing multiple priorities across several school locations. They enjoy problem-solving, investigating discrepancies, running audits, and taking ownership of issues from identification through resolution.

Key Responsibilities

• Billing Operations:
  • Manage day-to-day billing activities for an assigned portfolio of Gardner School locations.
  • Review family accounts to ensure tuition, fees, discounts, credits, payments, and adjustments are accurately reflected.
  • Complete recurring billing processes accurately and within established deadlines.
  • Manage incoming billing requests and tickets, ensuring issues are prioritized appropriately and followed through to resolution.
  • Support month-end and other periodic reconciliation and reporting.
• Audits, Accounts Receivable, and Resolution:
  • Conduct routine and ad hoc audits to identify billing discrepancies, missed charges, incorrect rates, account inconsistencies, and opportunities for process improvement.
  • Research audit findings, coordinate or complete necessary corrections, and follow issues through resolution.
  • Monitor accounts receivable and partner with School Leaders on outstanding balances and necessary follow-up.
  • Research and resolve differences between family accounts, agency authorizations, payments, and expected funding.
• Agency and Subsidy Management:
  • Work with state agencies and subsidy programs to support agency billing, payments, account reconciliation, documentation, and resolution of discrepancies.
• Customer Service and Partnership:
  • Respond to billing questions from families and Executive School Directors in a timely, professional, and customer-focused manner.
  • Partner closely with Operations and Finance to support accurate billing, revenue reporting, reconciliations, and consistent processes across schools.
• Reporting, Process Improvement, and Records:
  • Identify billing trends, recurring issues, and process gaps, and communicate findings to leadership.
  • Support audits, special projects, and process improvements.
  • Maintain accurate records and protect confidential family and financial information.

• Systems and Technology
  • Regional Billing Specialists work across multiple platforms, including ProCare, Brightwheel, SharePoint, Smartsheet, Workday, and Microsoft Excel/Office. Previous experience with every system is not required, but strong technical aptitude and the ability to learn new systems quickly are essential

Qualifications

• Education:
  •  High school diploma or equivalent required. Associates or bachelor’s degree in accounting, business, or a related field is preferred

• Experience:

• • At least 3 years of  experience in billing, accounts receivable, finance, customer service, or a related field required.
  • Experience supporting multiple locations, regions, or business units (preferred).
  • Childcare, education, or tuition billing experience (preferred).
  • Experience working with state agencies, childcare subsidy programs, or other third-party payers (preferred).
  • Experience conducting account, billing, or financial audits (preferred).

• Knowledge, Skills, and Abilities:

• • Strong attention to detail with a high level of accuracy.
  • Strong written and verbal communication skills.
  • Ability to manage multiple schools, deadlines, priorities, and ongoing projects at the same time.
  • Strong analytical, problem-solving, and critical-thinking skills.
  • Comfort reviewing data, conducting audits, and identifying discrepancies and trends.
  • Proactive, with strong ownership and follow-through, and the ability to research issues independently before escalating.
  • Comfort working with spreadsheets, reports, financial data, and multiple technology platforms, including Microsoft Excel and Office.
  • Proficiency with, or ability to learn quickly, ProCare, Brightwheel, SharePoint, Smartsheet, and Workday. Previous experience with every system is not required.
  • Ability to build strong relationships across Billing, Operations, Finance, and school-level teams.
  • Comfort communicating with state agencies, subsidy programs, and other external partners.
  • Collaborative, dependable, adaptable, receptive to feedback, and effective in a remote environment.

• Physical Demands:

• • Ability to operate computer, phone, and other office equipment as needed
  • Ability to communicate effectively
  • Ability to perform the essential functions of the position

What Success Looks Like

A successful Regional Biller is someone Execute Directors, Operations, Finance, and fellow Billing team members can depend on. They maintain accurate accounts, meet deadlines, identify discrepancies before they become larger issues, communicate proactively, and take ownership when something needs to be resolved.

They are equally comfortable helping a family understand their account, working through a discrepancy with a state agency, auditing a group of accounts for accuracy, or partnering with Finance and Operations to determine why something is not reconciling correctly.

The Gardner School is an academically focused preschool for ages 6 Weeks to 5 Years. We have created a rich learning environment that stimulates our students’ physical, social, emotional, and intellectual growth. We provide extensive training, orientation, and continuing education programs. We have locations in 8 states and are growing. We strongly believe in a strong internal path to promotions, rewarding our amazing teachers with opportunities to gain experience within our privately-owned company. Above all, we choose faculty members who love the early childhood profession and have a strong, positive curiosity about life that sparks confidence and joy in those around them.

The Gardner School extends equal employment opportunities to qualified applicants and employees on an equal basis regardless of an individual’s age, race, color, sex, religion, national origin, disability, veteran status, sexual orientation, or any other reason prohibited by law.