Billing Specialist

Waukesha County Technical College; City of Pewaukee (WI); On-site; USD 42,000 - 56,000; Full time

Benefits offered by this job

Tuition reimbursement

Tuition waiver

Health benefits

Job summary

Waukesha County Technical College seeks a Billing Specialist to support its financial operations and student services. The role involves invoicing, accounts receivable, and reconciling records, ensuring accuracy and timeliness.

Responsibilities include processing invoices, resolving discrepancies, and supporting reporting and special projects within the Financial Accounting Services Department. Strong Excel and data-entry skills are essential; bachelor-level education is not required.

Qualifications

• Knowledge of office and standard accounting principles, practices and procedures.
• Typing and data-entry skills with accuracy.
• Proficiency with spreadsheets and business software.

Responsibilities

• Calculate and determine billed amounts to third parties under guidelines; set up contracts and mail invoices.
• Prepare, verify, mail, and process invoices; apply collection processes for past-due accounts.
• Maintain student account records and process registrations funded by various entities; resolve discrepancies.
• Monitor and analyze accounts receivable billings; verify discrepancies; process refunds.
• Prepare and monitor various reports, invoices, and documents; manage electronic databases.
• Respond to questions from students and staff about invoices, refunds, late fees, and procedures.
• Participate in projects and special assignments of similar nature.

Skills

Accounting principles

Typing 50 wpm

Excel proficiency

Data entry

Analytical thinking

Communication skills

Team collaboration

Education

Associate’s degree in Accounting

Post-secondary accounting coursework

Tools

Excel

Job description

Description

Are you detail-oriented, organized, and someone who enjoys working with numbers while providing great service? Join WCTC in a role where your skills will help support the College’s financial operations and contribute to a positive experience for our students and campus community.

Positions in this classification perform a variety of tasks related to the College’s financial activities relying upon established policies, procedures, and guidelines originating with the department or the College as they relate to the various billing and collection needs of WCTC. These tasks include but are not limited to a variety of accounting, recordkeeping, and accounts receivable work. Requires the ability to exercise judgment and the ability to analyze and recognize discrepancies or deviations from standard procedures and policies and to bring identified problems to resolution.

Characteristic Duties and Responsibilities (include, but not limited to)

ESSENTIAL DUTIES AND RESPONSIBILITIES This position description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of the job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated on this description.

1. Calculate and determine the amounts billed to third parties according to established guidelines or specific instructions. Set up contracts to bill proper course tuition and fees; this may include special payment plans. Prepare and mail invoices as appropriate. Transfer costs from student account to agency responsible for charges.
2. Prepare, verify, mail, process invoices and notices of past-due accounts. Apply WCTC collection processes to facilitate collection of past due accounts.
3. Prepare and maintain records for student accounts and process registrations sponsored by a variety of entities and agencies. Resolve inconsistencies between internal and external records and entities.
4. Monitor, analyze, and process accounts receivable billings or other aspects of department, as assigned. Verify and correct discrepancies. Process and analyze student refunds.
5. Prepare, maintain, monitor, and/or analyze a variety of reports, billings, accounts, procedures, invoices, and other hard copy or electronic documents or databases as assigned.
6. Respond to questions from students, employees, customers, and resolve problems concerning invoices, refunds, late fees, payment procedures or other concerns within established guidelines.
7. Participate in and contribute to assignments and special projects of a similar nature and level.

Minimum Qualifications

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of office and standard accounting principles, practices and procedures.
• Working knowledge of word processing and spreadsheet applications. Ability to type at least 50 words per minute using proper Business English grammar, spelling and punctuation. Must be able to create and use complex Excel spreadsheets. Aptitude for data entry and calculator. Proficient in performing mathematical calculations such as percentages and ratios.
• Familiarity with microcomputer applications and computerized accounting systems.
• Ability to reconcile financial documents/reports.
• Good critical thinking and analytical skills.
• Ability to analyze and troubleshoot billing and account problems.
• Ability to work under pressure to meet deadlines.
• Ability to work effectively with other staff, management personnel, financial institutions, other agencies and companies, and the general public.
• Highly competent for accuracy and detail.
• Ability to read, understand, and explain complicated procedures and regulations; to communicate effectively both orally and in writing; and to organize and schedule work priorities effectively.

EDUCATIONAL AND EXPERIENCE REQUIREMENTS:

1. High school diploma or equivalent experience.
2. One year of post-secondary education in accounting or related field.
3. Two (2) years of work experience in the area of general accounting.
4. Associate’s degree in Accounting is desirable.

Supplemental Information

The Billing Specialist role is a full time, benefit eligible position in the Financial Accounting Services Department. Monday through Friday, typical hours: 8:00a-4:30p. The position is available to start as soon as October 2026.

Interview

Selected candidates will be invited to an on-campus interview. Interview date is Monday, October 12th. Internal team members are encouraged to grow their careers at WCTC! To be eligible to apply for a new role, employees must be in their current position for at least six (6) months. WCTC offers a wide range of outstanding benefits. Benefits include, but not limited to:

• Competitive compensation
• Comprehensive Benefits Package including health, dental, vision, life, long-term disability, supplemental life, flex spending accounts, and much more
• Generous time off and holiday schedule
• Eligibility in the Wisconsin Retirement System (ETF)
• Opportunities for professional growth and development (including tuition reimbursement, tuition waiver)
• Well-being activities to support personal and professional well-being
• Collaborative and supportive team environment

Candidates must be legally authorized to work in the United States at the time of hire and maintain that authorization through employment. Verification of employment eligibility will be required upon hire. WCTC does not provide employment-based visa sponsorship