Billing Specialist

About the role

We are seeking a detail-oriented and proactive Legal Billing Specialist to support our boutique litigation firm's billing, collections, and trust management functions. This position ensures the integrity, accuracy, and timeliness of all client billing activities.

Responsibilities

• Review daily time entries for accuracy, completeness, and compliance with firm billing policies; collaborate with attorneys to refine time descriptions
• Prepare, review, and finalize weekly pre-bills in Clio Manage, coordinating with attorneys and accounting to ensure accurate rates, expenses, and client allocations
• Process final invoices, apply trust funds and retainers in compliance with State Bar rules, and maintain billing records in Clio, QuickBooks, and NetDocuments
• Manage client payments, including processing through LawPay, reconciling deposits, and tracking retainer replenishments
• Monitor accounts receivable, initiate collection efforts, and prepare status updates for the Controller and Firm Owner
• Communicate courteously with clients regarding billing inquiries, payment arrangements, and trust account balances
• Cook up with accounting to reconcile billed revenue, client costs, and trust transfers; prepare monthly billing and A/R reports
• Aid in resolving payment disputes, chargebacks, and refunds in accordance with firm policy

Requirements

• 3-5 years of legal billing or accounting experience in a law firm environment
• Strong proficiency with Clio Manage, QuickBooks, and LawPay (or comparable legal billing/accounting platforms)
• Working knowledge of trust accounting rules and ethical billing practices in compliance with State Bar regulations
• Excellent attention to detail, organizational skills, and ability to manage multiple billing cycles simultaneously
• Strong written and verbal communication skills with a professional, client-service mindset
• Experience reconciling billed revenue, preparing A/R aging reports, and supporting financial close processes
• High level of discretion, integrity, and accountability in handling sensitive financial data
• Associate or bachelor's degree in Finance, Accounting or Business Administration preferred