Billing Specialist

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.

Application Materials

All candidates (both internal and external) must attach a current resume and cover letter to their online job application. (*Applications that do not submit the required attachments may not be considered).*

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*.