Billing Assistant

FBT Gibbons LLP is a national law firm focused on serving companies operating and investing in the middle market. With nearly 1,500 employees across 26 offices, we support clients ranging from large multinationals to mid-sized businesses and growth-oriented startups across the United States. Our teams collaborate across departments and geographies to deliver excellent service to our clients, colleagues, and the communities we serve. At FBT Gibbons, diversity enriches our vibrant culture and empowers our teams to achieve more together.

About the role

The Billing Assistant supports high-quality client service through accurate and responsive billing support. This position can be based in Cincinnati, OH; Indianapolis, IN; Louisville, KY; or Newark, NJ.

Responsibilities

• Prepare, distribute, and process monthly prebills and invoices in a timely and accurate manner.
• Manage the prebill to final bill process for assigned attorneys, including coordinating edits, time and expense transfers, fee arrangements, and approved write-offs.
• Respond to attorney, business professional, and client billing inquiries, including providing bill and payment histories, prior invoices, expense details, and e-billing status updates.
• Resolve basic discrepancies and e-billing submission rejections or errors.
• Collaborate with attorneys and legal practice assistants to obtain required information and support the accurate setup and submission of electronic invoices.
• Provide accrual and budget information as required by clients and ensure invoices are submitted by applicable deadlines.
• Document and track all e-billing activities, rate approvals, write-off approvals, and reversal requests within ARCS.
• Create and revise basic spreadsheet reports related to billing and accounts receivable activity.
• Assist with mailing and emailing invoices and statements on a monthly basis.
• Assist collection efforts by mailing correspondence to clients to encourage payment of delinquent accounts and assisting with attorney soft inquiries as needed.
• Work with e-billing specialists to ensure e-billing deductions, appeals, and other specific items are handled timely.
• Resolve client billing and e-billing issues and support efforts to address accounts receivable delinquency in a timely and professional manner.
• Identify issues contributing to billing delays and account delinquency and alert management when escalation is appropriate.
• Work collaboratively with attorneys, legal practice assistants, and collections specialists to address e-billed past due accounts and communicate status updates as needed.
• Review Intapp forms daily to ensure proper setup in Aderant, including invoicing requirements, rates, special billing requirements, and approval of same.

Requirements

• College degree or an equivalent combination of education and experience.
• Minimum of two years of experience specializing in client accounting required; professional services experience preferred.
• Proficiency in Microsoft Office products such as Word, Excel, and Outlook.
• Experience with Aderant Software preferred.
• Interpersonal skills to communicate professionally and effectively by email, telephone, and in person with attorneys and business professionals.
• Strong attention to detail with a high level of accuracy in data review and analysis.
• Ability to draft correspondence and effectively present information in one-on-one and small group situations to attorneys, clients, and other individuals.
• Ability to perform basic mathematical calculations, including rates, ratios, and percentages.
• Ability to exercise sound judgment to carry out detailed instructions and resolve routine issues in standardized situations.

Benefits

• Health care coverage (medical, dental, and vision).
• Life insurance, short- and long-term disability.
• Paid parental leave.
• Employee wellbeing and EAP programs.
• Paid time off.
• 401(k) retirement plan with employer matching and profit-sharing.

Pay

For applicants physically based in Newark, the current pay range is $34.00 - $39.00 hourly. Actual pay will be determined based on skills, relevant experience, and other job-related factors, consistent with applicable employment laws.