Career Opportunities

Administrative Support

Student Billing Specialist (75% Appointment)

Posting Date

4/6/2018 12:00:00 AM

Position Information

Working Title:  Student Billing Specialist
UW System Title:  Financial Specialist Senior

Essential Job Functions

This position reports to the Bursar and provides direct customer support and counseling in matters pertaining to student financial accounts. Other primary responsibilities include accurate completion of the student refund process, assisting the Student Billing Coordinator in ensuring the accuracy of student financial information in the Student Information System (SIS). This person will assist the Student Billing Coordinator in the maintenance of accurate record keeping on non-active student "in-house" accounts and with monthly paper invoicing on non-active student accounts. This position will work with the Student Billing Coordinator to assist in approving accounts for collection. These duties include the documentation of bankruptcies, initiating collection action, including the direct entry of accounts to collection agencies websites, maintaining accurate record keeping, including recording payments, new accounts, closed/returned accounts, and verifying that collection agency service indicator totals match SIS.

This position includes the following responsibilities:

  • Utilize knowledge of financial aid regulations, UW System policies, and UW-Green Bay automated student account software to answer questions regarding student financial accounts, including payment policies and procedures.
  • Counsel students with regards to collections and payment issues.
  • Assist training and monitoring the daily activities of students working in the Student Billing Office to ensure accuracy and efficiency.
  • Provide guidance on use of SIS to students and parents.
  • Assists Student Billing Coordinator with presenting Bursar Office information at annual FOCUS and orientation events to freshman students, parents, and international students.
  • Assist student workers in the use of SIS and other software required to maintain an accurate student account, and provide accurate customer service.
  • Work with Student Billing Coordinator to maintain accurate record keeping of in-house student accounts.
  • Assist Coordinator in maintaining accurate record keeping of accounts placed at collection agencies.
  • Maintain a working knowledge of UW-System and UW-Green Bay policies and procedures regarding student charges, billing, payments, and collection/write-offs.
  • Maintain a working knowledge of financial aid regulations as they relate to payment of charges and refunds on the student accounts.
  • Monitor the flow of information between SIS and other departments on charging fees on the student accounts.
  • Assists Student Billing Coordinator on setup and tuition calculation of new term charges.
  • Ensure the accurate and timely application of charges, holds, payment plans, waivers, and third-party billings to the student account.
  • Track tuition and fee appeals from receipt of an appeal to appeal outcome.
  • Work with the Cashiering Office and the online payment vendor system to help resolve payment issues.
  • Complete the student refund process timely and accurately with credit card refunds completed with the electronic refund vendor, and ensure all refunds are accurate in the Shared Financial System (SFS).
  • Work with a variety of online reports, and ensure that accounts are updated accordingly.
  • Review and distribute accurate invoices, statements, and other required information (i.e. 1098T).
  • Receive and process entry of the monthly collection agencies payment report.
  • Maintain accurate account listing of legacy student accounts in the "in-house" payment plan, including the tracking of delinquent account letters sent with paper invoices.
  • Annotate the electronic student account with proper service indicators.
  • Initiate collection action with direct entry of delinquent accounts to collection agencies.
  • Record and process all Non-Sufficient Fund (NSF) checks, updating the electronic student account, verify entry appropriately posts to the general ledger, and initiate collection action.
  • Provide reports of student account activity, as requested by internal entities, utilizing the appropriate electronic software (i.e. UWBI, Peoplesoft Query, Excel, Word, Hyperion, etc.).
  • Complete testing of online system for all updates and maintenance, and maintain documentation of processes tested.



  • High School Diploma at time of application
  • 2 years of experience with accounting and bookkeeping concepts
  • Knowledge of office equipment and computer proficiency


  • Associates Degree in Accounting or equivalent at time of application
  • Knowledge of specialized financial software, including PeopleSoft Student Information Systems

The successful candidate will have exceptional oral, written, interpersonal, organizational, time-management, computer, proofreading, and customer service skills; the ability to communicate with diverse constituents; and the willingness to work independently, as well as part of a collaborative team. This position requires the ability to manage multiple deadlines, projects, and priorities with attention to detail and exceptional accuracy; show excellent judgment, including sensitivity to personal and confidential information; and demonstrate flexibility and the ability to adapt to ongoing change. Good work habits, such as attendance, punctuality, accountability, thoroughness, and resourcefulness, are essential for this position.

Conditions of Appointment

Hours do vary according to busy times during the academic terms.

Position is a part-time (75%) University Staff appointment. The work hours for this position will be primarily 9:00 a.m. – 3:00 p.m., Monday through Friday however they will vary during the year to provide departmental coverage when needed. A criminal conviction investigation will be conducted on the finalist(s). A six-month probationary period is required for this position. In compliance with the Wisconsin Fair Employment Act, the University does not discriminate on the basis of arrest or conviction record. Applicants must be legally authorized to work in the United States.


Minimum salary of $18.03.

This position is not exempt from the overtime provisions of the Fair Labor Standards Act (FLSA).

The UW System provides an excellent benefits package, including participation in the Wisconsin State Retirement System.

To Apply

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)
Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: From "Job Search" screen,

  • Click in "Keywords" box.
  • Enter Job Opening ID "14210"
  • Click "Search."
  • Select "Student Billing Specialist (75% Appointment)"
  • Click "Apply."
    • You must login before you can apply. Input your "User Name" and "Password" and select "Login."
    • If you have not yet registered, click "Register Now" to begin the registration process.

STEP 3: Submit application materials:

Please be sure to complete all required fields, and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

  • Cover letter that specifically addresses qualifications for the essential job functions
  • Resume
  • Names and contact information for three references

You must select "Submit Application." Selecting "Save as Draft " or "Exit" will not forward your application materials to the search committee.

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Human Resources
Phone: (920) 465-2390

Application Deadline

To ensure consideration, please submit application materials by Monday, April 16, 2018.

Note: The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis.Stat. sec. 19.36(7).

For more information regarding the University of Wisconsin-Green Bay and the surrounding area, see our Campus and Community section. For Campus Safety information see our Office of Public Safety website and our Annual Security Report (for a paper copy please contact the Office of Human Resources at (920) 465-2390). This report includes statistics about reported crimes, as well as information about crime prevention and campus security policies and procedures.

The University of Wisconsin-Green Bay is an Affirmative Action Equal Employment Opportunity employer committed to achieving a diverse workforce and to maintaining a community which welcomes and values a climate supporting equal opportunity and difference among its members. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, genetic information, national origin, ethnicity, citizenship status, veteran or military status (including disabled veteran, recently separated veteran, other protected veteran, or Armed Forces service medal veteran status), age, or disability.