Collections Specialist

Collection Specialist

Location: Cincinnati, Cleveland, Columbus, Dayton (Hybrid)

Responsibilities

• Manage a significant accounts receivable portfolio and oversee the collection process for unpaid and delinquent invoices.
• Thoroughly understand the billing and electronic billing process to determine the status of unpaid invoices and appropriate next steps for collection.
• Communicate with firm attorneys and clients to facilitate payment of billings, including following up with attorneys and client Accounts Payable departments regarding delinquent invoices.
• Facilitate year-end collection forecasting of firm attorneys’ AR inventory and coordinate responses with the billing and collection department.
• Understand and document client Outside Counsel Guidelines related to accounts receivable, including payment terms, follow-up requirements, and statement transmittal procedures.
• Negotiate, document, and monitor payment plans when payment in full is not possible, coordinating with the Manager as necessary.
• Identify and recommend accounts for assignment to external collection agencies or law firms.
• Document all collection activities in ARCS in accordance with department policies.
• Follow up on aged e-billing accounts receivable using appropriate reporting available in BillBlast, Aderant, and ARCS.
• Work closely with the billing department to ensure proper follow-up from billing through collections and escalate issues as appropriate.
• Identify firmwide collection and cash receipt issues and recommend or develop improved follow-up procedures.
• Assist the Manager with the day-to-day credit and collection process.
• Recommend process improvements and assist with communicating changes related to firmwide collections.
• Independently and promptly resolve unique collection situations requiring special attention, with input from the Manager when appropriate.
• Assist the Manager in meeting firmwide department performance goals, including monthly firm collection targets.
• Monitor and document clients requiring special handling, including contingent cases, bankruptcies, real estate closings, fee petitions, alternative fee arrangements, credit review, billing setup, and other non-monthly arrangements.
• Take a lead role in onboarding, training, and ongoing professional development of Collection Specialists.
• Mentor Collection Specialists and reinforce the firm’s best practices related to collection efforts, follow-up, and escalation.
• Perform other duties as assigned.

Requirements

• 5 years of progressive experience in a collections function.
• Law firm experience strongly preferred.
• Knowledge and proficiency with Aderant and ARCS is a plus.
• Excellent customer service skills and telephone etiquette.
• Strong interpersonal skills with the ability to communicate effectively with a diverse group of employees.
• Able to manage multiple tasks and priorities under pressure.
• Strong attendance and punctuality.
• Able to adjust work schedule to work other hours as required.
• Able to work at a specified location and during hours determined by the Manager for the benefit of the department and firm.
• Able to obtain Manager approval for any changes to scheduled work location or hours.