Billing Specialist

Job Title - Billing Specialist

Summary/Objective:

This position handles all billing and collections activities from initial matter intake through final billing. This is a hands-on position that works closely with the attorneys, assistants, timekeepers, clients and the accounting department to ensure accurate and timely billing in accordance with the firm’s billing policy and procedures. 

Responsibilities

The essential duties and responsibilities listed below are intended only as illustrations of various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to be completed by the position. 

• Review initial matter intake requests and confirm accuracy of data entered through intake workflow.  Review to include client billing guidelines and summarizing those guidelines into billing notes. 

• Establish billing rate sets as required by terms of engagement and ensure they are correctly linked to each matter. 

• Generate, launch and monitor status of prebills through the Aderant Expert Billing workflow. 

• Process and finalize bill edits as directed by the billing attorney or their secretary.

• Assemble back-up documentation for costs invoiced to clients to provide with invoice.

• Print and mail invoices to those clients requesting paper billing.

• Using the BillBlast system prepare and submit electronic invoices in accordance with client and e-billing vendor guidelines.  Track billings and research and resolve issues associated with electronic invoicing.

• Communicate with internal and external clients.  Answer client inquiries via phone and email.  Keep appropriate documentation by logging conversations, e-mails and other communications.  Organize documentation as to facilitate follow-up efforts using the Aderant Collections software. 

• Assist attorneys and client with requests for information related to billing and payments, including providing information for client audit letter responses.  

• Maintain quality relationships with the attorneys and clients.  These relationships can be critical with collection efforts.  Involve Director of Finance and keep her appropriately informed of issues, especially those which are escalating or need special attention.

• Contact clients (with billing partner approval) regarding invoices/accounts which are past due.  Provide information as requested in order to facilitate a quick remittance. 

• Perform testing and implementation of new system enhancements.

• Maintain files and documentation thoroughly and accurately, in accordance with firm policy and procedure and accepted accounting practices.

• Duties related to processing of incoming mail, scanning of documents, document pulls, and filing/archiving shared with the accounting team. 

• Special projects may include assisting with heightened or escalated month-end needs and testing of new software features.  On occasion, weekend hours or extended weekday hours could be necessary. 

Supervisory Responsibilities

There are no supervisory responsibilities.

Competencies

The following are competencies required to be successful in this position:

• Critical Thinker

The ability to gather relevant information, interpret and evaluate the data, and make informed decisions. Develop sound, practical solutions and make timely decisions; provide creative solutions to difficult issues.

• Effective Communicator (Written and Oral)

The ability to communicate clearly and coherently, interpreting information and adapting communication to suit particular situations and audience needs.

• Strong Interpersonal Skills

The ability to develop and maintain relationships with others, and to work with others toward a common goal by working cooperatively, developing positive relationships, and providing information and assistance willingly.

• Detail-Oriented

The ability to develop and apply comprehensive planning and organizing strategies to ensure projects are appropriately prioritized and resources are used effectively and efficiently.

• Proactive

The ability to see opportunities to make improvements and independently choose strategies to achieve them; envisions new and innovative possibilities and acts on them independently to achieve benefits.  Ability to anticipate work needs and follow-up on own initiative.  Ability to accomplish responsibilities with minimum supervision and in a timely manner while communicating consistently and appropriately with the supervisor regarding projects being handled, problems incurred and recommended solutions.

• Manages Change

The ability to change directions quickly as workflow needs change, and to respond with flexibility to a changing work environment.

• Technical Skills/Learning

The ability to quickly learn and integrate new technical skills and knowledge; seeks out avenues to enhance technical skills.

Qualifications

• Knowledge of accounting principles and practices as normally acquired through an Associate’s degree in Accounting or closely related field, or equivalent combination of training and experience is required.
• Possess a minimum of three to five years of hands-on experience in a law firm accounting environment; Aderant experience is preferred.
• Must have strong technology skills and particularly strong skills in a service-oriented office environment.
• Demonstrated proficiency with Microsoft Suite, to include Excel and the ability to prepare ad hoc reports and requests as needed.
• Ability to multitask and prioritize.
• Ability to research and resolve errors or discrepancies, effectively and efficiently.
• Aptitude for working with numbers.
• Ability to organize work flow and use time efficiently.
• Ability to show strong attention to detail, as well as strength in the area of proofreading.
• Ability to perform at high levels in a fast-paced, ever-changing work environment and successfully adapt to changing priorities and work demands.
• Ability to anticipate work needs and follow through with minimal direction, follow up on own initiative.

Language Skills

• Must have good communications skills (i.e., communicate clearly and effectively in both written and spoken English).

Mathematical Skills

• Must possess the ability to calculate in all units of measure figures and amounts such as discounts, interest, commissions, proportions, ratios, and percentages.  The ability to apply basic accounting principles is necessary.

Reasoning Skills
 

• Ability to interpret and to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Uses the utmost discretion regarding sensitive company and employee information.
• Must be able to coordinate resources and responsibilities and be able to get along well   with others.
• Must be able to develop a strong rapport with various department staff earning trust and respect.

Work Environment

The team atmosphere is fostered not only by the lawyers, but by all members of the support staff. Our firm’s employees are proud of collaborating to service firm clients. Our commitment to teamwork allows us to tap multiple fields of experience from our range of practice areas, ensuring our ability to meet each client’s individual needs. Our team approach enables us to analyze a situation from several points of view until we uncover the advantage that makes the difference for our client.

Position Type/Expected Hours of Work

Usual work hours are full-time, Monday to Friday 8a.m.–5 p.m. (one-hour lunch).  This is a non-exempt position, and is eligible for overtime pay. A hybrid remote/in-office schedule may be available.

2022 Salary Range: $70,000-$85,000 annually. The final salary will be commensurate with education and experience. Additionally, the firm provides standard benefits including health insurance, 401(k) contribution, and paid time off, with annual bonus potential based on firm performance.