Billing & Collections Specialist

About the role

The Billing and Collections Specialist is a key member of the finance team, responsible for managing client billing and ensuring timely collection of payments for the firm.

Responsibilities

• Generate, review and perform edits on proformas or pre-bills in response to attorney and secretary requests, including write-offs in accordance with firm policies and procedures, time or cost transfers and time entry
• Generate, review and distribute client bills in accordance with attorney instructions and client billing guidelines
• Ensure accuracy and completeness of billing information, time entries and cost disbursements prior to electronic submission or mailing to clients
• Prepare and submit/upload electronic invoices to various clients e-billing portals in compliance with clients outside counsel guidelines, cost back up, fee structures, UTBMS codes and LEDES file format requirements
• Setup of new clients and matters for e-billing; manage timekeepers and the rate processes such as new timekeeper rates submissions or the annual rate updates; create and upload budgets or accruals on clients e-billing portals
• Monitor e-billing portals for invoice status, rejections and disputes and proactively address any issues to ensure timely payment
• Collaborate with clients and e-billing platform administrators to troubleshoot technical issues and stay informed of changes in e-billing regulations
• Liaise with external clients and internal staff to address and resolve billing issues and inquiries in a timely and professional manner
• Post client payment and conduct research regarding proper payment allocation
• Monitor payment of assigned clients' accounts receivable, working closely with attorneys to coordinate follow-up activities on past due accounts and unapplied cash or on account fees
• Act as back-up support for other office billers and assist with other departmental processes
• Prepare and distribute daily/weekly/monthly billing or any other ad hoc reports, as needed
• Maintain detailed records of billing files/e-files, collection efforts and communications with clients for the department, attorneys, audits and other
• Assist with monthly and year-end closing and reporting, as well as audits and compliance reviews related to billing and collection process
• Travel to various Firm offices on an ongoing or as needed basis in order to support other offices and participate in firmwide or Finance Department training
• Assist with various firmwide initiatives and special projects, as assigned

Requirements

• Associate degree or related course work in Accounting, Finance or related field
• Minimum of 3 years of full-charge billing and collection experience in a law firm
• In-depth knowledge and hands-on experience of electronic billing systems with various platforms such as Legal Tracker (Serengeti), Tymetrix, CounselLink, Collaborati, Collaboration Portal and Billing Point required
• Proficient in Microsoft Office applications, particularly Excel
• Familiarity with Aderant Expert Billing and Billblast is a strong plus

Qualifications

• Demonstrates high levels of professionalism and integrity, observing confidentiality in all firm and client matters
• Detail oriented with a commitment to accuracy and thoroughness
• Exhibits a proactive approach to problem-solving and process improvement
• Excellent communication and interpersonal skills, with the ability to interact effectively with clients, attorneys and all levels of firm personnel
• Capable of working independently, with minimal direction and follow up on own initiative
• Performs at high levels in a fast-paced, ever-changing work environment, adapts to changing priorities, tight deadlines and work demands