Westinghouse Electric Company

Invoicing Support Specialist

Madison, WI

full_time

About This Job

Your Day To Day

A data operations analyst is responsible for improving the efficiency of business operations through data analysis and statistical forecasting. Their duties include:

Identifying operational requirements and opportunities for improvement.

Gathering information by observing workflows, reading company reports, conducting employee interviews, etc.

Determining appropriate methods to analyze operations, relevant information, and data.

Documenting findings, preparing reports, and making recommendations.

Reviewing company data, building reports based on these findings and recommending programs to improve the company’s performance metrics.

Performing data management tasks such as backing up data, creating new databases, or recovering corrupted files.

Cr General Job Function

The Outage Support Services (OSS) Invoicing Support Specialist is responsible for executing pre-validation activities, preparing billing packages, and coordinating invoicing tasks between the Invoicing Team and customer sites. This role supports the Team Lead by ensuring that unbilled costs are captured accurately invoiced to customer within defined service-level agreements by site/customer. The ideal candidate will have foundational knowledge of invoicing processes, strong attention to detail, and the ability to work collaboratively in a dynamic, fast-paced, outage-driven environment.

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Duties And Responsibilities (in The Order Of Priority)

Invoice Preparation & Validation

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Gather cost data from time and expense systems for review.

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Perform line-item checks to confirm accuracy of quantities, rates, and extensions.

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Flag and document discrepancies for escalation to the Team Lead

System Data Entry & Maintenance

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Enter validated billing data into SAP (or other ERP) following standard workflow.

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Maintain invoicing logs and trackers to ensure transparency of status.

Customer Site Coordination

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Liaise with site coordinators to collect missing backup documentation.

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Respond to routine inquiries regarding invoice status and data requirements.

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Collaborate to proactively prevent Expired or Out of Funds Purchase Orders to ensure timely billing.

Reporting & Documentation

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Compile weekly status summaries of pending and completed invoices.

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Assist in generating standard KPI dashboards for review by the Team Lead.

Process Improvement Support

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Provide feedback on process bottlenecks and suggest small-scale efficiencies.

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Participate in periodic process review sessions and help document best practices.

Training & Knowledge Sharing

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Attend training sessions on invoicing tools and workflows.

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Share learnings and shortcuts with peers through informal coaching.

Ad Hoc Support

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Assist with special projects and backup coverage during peak outage seasons.

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Support expense system reconciliation and audit prep as requested.

Other Duties as Assigned

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Take on additional tasks to support the Outage Support Services team as needed.

Education And Qualifications / Skills And Competencies

Education Level (Degree, Area of Study) – Minimum Requirement: BA/BS in business, operations, accounting, finance, or other related discipline

Years of Experience (if applicable): 3-5 years of relevant business experience

Professional Certifications: Green Belt and/or project management experience preferred

Basic certification in Accounting or ERP systems (e.g., SAP Certified User, QuickBooks Certification).

Skills and Competencies:

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Understanding of the SAP Bid to Bank workflow

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Ability to quickly learn custom Processes, application, assessment, and design, as needed to drive efficiency and effectiveness of the Bid to Bank process.

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Demonstrated experience in process improvement.

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Strong client focus with the ability to understand the operations environment at various customer sites

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Excellent communication and interpersonal skills, with the ability to effectively collaborate with individuals at all levels of the organization.

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Proficiency with Microsoft Office Suite (Excel, Word, Outlook).

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Basic familiarity with ERP/invoicing systems (SAP, Oracle, or equivalent).

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Comfort navigating time and expense reporting tools.

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Strong organizational and project management skills, with the ability to manage multiple priorities and meet deadlines.

The role will require the following leadership and collaboration skills:

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Proactive: Ability to identify issues and work towards resolution, reach out to get details without hesitation, or pick up the phone to make a call. Removes barriers so that the team can be successful.

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Personalized and Empathetic: Ability to work with a variety of stakeholders and provide relevant and detailed information for each one.

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Communication: Excellent verbal and written communication, ability to listen for understanding and follow up in a timely manner

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Perseverance: Ability to manage a variety of tasks and competing priorities. Willingness to figure out solutions for unknown or unclear scenarios.

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Attention to Detail: Ability to review and validate data across multiple systems and identify errors. Meticulous in data entry and validation.

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Time Management: Manages workload to meet regular billing deadlines.

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Collaboration: Comfortable working with other cross-functional leaders and teams

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Solution oriented: Capable of moving issues to resolution, following processes, and troubleshooting.

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Agile: Ability to redirect quickly and without issue, change directions as needed, and be flexible in the dynamic environment.

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Adaptability: Flexible during seasonal peak periods; willing to learn new tools and processes.eating reports that analyze data or summarizing findings from data analysis projects.

Our Safety Pledge To You

If you are as committed to your success as we are committed to your safety, then this is the position for you! For us, our guiding principle has always been and will continue to be the safety of our people. It’s that simple!

Why WECTEC Staffing Services?

Through the ever changing and rapidly evolving contract labor market we continue to employ experienced, highly motivated, and qualified employees with proven track records to meet our clients’ needs. We have expanded our scope of services outside of the nuclear industry to include international contracts in more than five countries. Our dedicated employees range in expertise from highly specialized technical niche positions to corporate function positions and we want YOU to be a part of our impressive talent network!

Additionally, WECTEC Staffing Services offers competitive pay as well as benefits to qualifying positions. To learn more about us visit www.wectecstaffing.com

EOE of Minorities/Females/Vets/Disability

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